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Crown Hill Explorers Policies & Procedures (updated March 2019)
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Parent Handbook

(Policies, Rules & Procedures)

Crown Hill Cooperative Preschool

Our Redeemer’s Lutheran Church

2400 NW 85th Street Seattle, WA 98117

Church 206.783.7900 Classroom 206.783.7032

Welcome!  This Parent Handbook contains important information for you to know and refer to while you and your child are enrolled in the Crown Hill Cooperative Preschool.  It includes the following sections:  

Section 1: Summary (Philosophy, Times, Cost, Location) 

Section 2: Required Information 

Section 3: Policies and Procedures 

Section 4: Health Guidelines

Section 5: Roles and Member Positions (Who Does What, Member Jobs)    

Section 6: Classroom Information 

Section 7: Appendixes (Org Chart, Jobs Graphic)

This Parent Handbook is yours to keep while you are enrolled in the Crown Hill Cooperative Preschool.

SECTION 1: Summary

Our Philosophy and Purpose:  Crown Hill Explorers Cooperative Preschool ("the Co-op" or “the Cooperative”) is part of the North Seattle College (NSC) Parent Education Program and is affiliated with the NSC Parent Advisory Council (PAC).  The Co-op requires active participation by parent and child in a preschool setting.  This environment provides an opportunity for parents to obtain information and practice skills in at least three major areas: child development and family life; teaching young children; and organization development and leadership.  Basic program values include: respect for individual differences and differences in parenting styles, freedom to explore options and practice skills, respect for the knowledge and skills which individuals bring to the program, strengthening families by forming supportive networks, and belief that parents are children's primary teachers.

 

Who We Are:  The preschool consists of three age groups -- Toddlers, Pre-3s, and 3s -- serving children who are at least 12 months and no more than 47 months old by August 31 of the upcoming school year.  The children and their parents are members of the cooperative. Toddlers must be at least 12 months and no more than 23 months by August 31st. Pre 3s must be at least 24 months and no more than 35 months by August 31st, but not yet 36 months. 3s must be at least 36 months and no more than 47 months by August 31st, but not yet 48 months. See Admission: Membership Requirements for more information.

 

Where We Meet:  The Co-op meets at Our Redeemer's Lutheran Church, 2400 NW 85th Street, Seattle, in a daylight basement and also maintains an outside play yard.

 

When We Meet:  

What it Costs:  

Registration Fee (one time and nonrefundable):  $40.00* per family, per class

Co-op Tuition:  

NSC Tuition:  $53.25 per quarter*  

(*Subject to change.)

Scholarships are available through the Co-op and North Seattle College Cooperative Preschools Parent Advisory Council (PAC).

What Happens at Preschool:  Toddlers meet once a week for two (2) hours and Pre-3s meet twice a week for two (2) hours. 3s meet three times a week for two and a half (2.5) hours.  A typical day at preschool begins with outside play in an enclosed yard (weather permitting) or play indoors on riding toys.  The children then come inside, wash their hands, and have a snack.  The following hour is "free time," during which the children are free to explore a variety of indoor play activities (art, sensory, dramatics, library, home center, climbing room, or table toys).  Approximately half of the parents support the Teacher by supervising the children at play, facilitating play, and ensuring the children's safety.  For the final 15 minutes of the class time, all parents and children gather for music circle led by the preschool teacher.  The preschool day ends with a goodbye song and stamps.  

 

The Parents' Role:  A parent accompanies their child/ren to one assigned class day per week.  Parents’ responsibilities as members of the Co-op include working in one of the play areas every week and attending a monthly business/Parent Education meeting.  Members are also responsible for actively participating in the management and operation of the Co-op, which includes preparing snacks, participating in one monthly cleaning of the preschool, fundraising, and performing a job/position per child enrolled (e.g., Secretary, Scheduler, Treasurer, Fundraiser, Photographer). The Parent Education discussion topics cover child development, parenting styles, discipline, health and safety, and self-esteem.  Parents play an active role in determining the topics presented and in contributing to the discussions.

 

Our Teachers:  There are two Co-op teachers. The Preschool Teacher is responsible for coordinating and leading the children’s curriculum and activities, and the Parent Educator is responsible for coordinating and presenting the parents' curriculum.

SECTION 2: Required Information

All Co-op members must submit the following forms and fees prior to the first class:

SECTION 3: Policies and Procedures

A.  Purpose

The Cooperative is organized to provide a learning environment for both parents and children in several areas:

Parent-Child Education

Skill Development

B.  Membership

Any parent or participating person who enrolls in the NSC Parent Education Program and is willing to accept the responsibilities of active participation in the Cooperative is eligible for membership.  Each member must fulfill the requirements for participation in the Cooperative as set forth in Article IV below.

Admission Requirements: Unless otherwise determined by the membership, children attending the preschool shall be between 12 months and 47 months by August 31, before the commencement of the school year.  In order to be operative, the Cooperative must satisfy the minimum membership requirements set forth by NSC.  Presently, a minimum of 18 members is required with a maximum of 20 members for Toddler and Pre-3 classes. The 3s class requires a minimum of 18 with a maximum of 21 members. Each class is limited to enrolling two sets of families of multiples, and a space for one set of multiples will be reserved for open enrollment. The All-School Board may vote, with Teacher(s) approval, to change the maximum number of students allowed per class.

Age Exception: After the start of preschool in September, children new to co-op with September birthdays may be enrolled in the class as an “age exception” if (1) the class is not full; (2) there are no waitlisted families; (3) the child is interviewed by the Preschool Teacher and deemed developmentally on par with the enrolled children; and (4) the Preschool Teacher and Parent Educator confirm the enrollment after a two week trial basis. However, children who have already enrolled in a co-op class and received an “age exception” will be eligible to continue on with their classmates and register for the next class year during the priority registration time frame. These students will still be subject to the aforementioned trial period and approval of the Preschool Teacher and Parent Educator.

The Cooperative shall not discriminate against members, prospective members or their children on the basis of race, religion, sex, national origin, physical or emotional handicaps.  This policy includes, but is not limited to, all facets of the Cooperative's operations, including its policies, requirements for membership, scholarship fund and all preschool-related activities. The Cooperative will not maintain separate facilities, nor partition existing facilities into separate sections on the basis of race, religion, sex, national origin, physical or emotional handicaps.

The Cooperative is organized and shall be operated exclusively for educational purposes within the meaning of Section 501(c)(3) of the 1974 Internal Revenue Code.  Consistent with the requirements of this section, the Cooperative shall not carry on any activities precluded by the Internal Revenue Code for an organization exempt from taxation under said section.

Priority of acceptance: Priority will be given to currently-enrolled parents and/or children from a Crown Hill Cooperative Preschool class in accordance with the NSC registration process and recommendations of the Parent Advisory Council for the current year.  Currently-enrolled families must be in good financial standing with the preschool in order to register for the following year.  Children attending preschool with his/her own parent shall be given registration priority over children attending with a Nanny.

Priority for in-house registration is as follows (in this order):

During “Transfer Registration” Period

During "Open Registration" Period

After "Open Registration" Period (ongoing)

 

Waiting List: A waiting list shall be established and maintained by the Registrar for the parents of eligible children who are interested in attending the Cooperative but who are not selected during the "Open Registration" period and who join the Waiting List after that registration period. Prior to Registration for the next year, the Waiting List will be cleared and families on the list notified.  

 

Facility Tour: A physical tour of the Co-op Preschool site is mandatory for all prospective new members. This tour will be conducted by Class Parent Coordinators.

C.  Participating Parents

Parent Contract: Each participating parent shall sign the Parent Contract, which is considered binding.  Failure to assume the duties as enumerated therein may result in membership review by the Board.

Contact Information: Each participating parent agrees to provide contact information - a phone number and email address that they have access to and are committed to monitoring regularly for class and school business.

 

Immunization: Parents must complete and submit a Washington State Certificate of Immunization Status form for their child, as required by state law.  The form shall be on file at preschool by the first day of class. The Certificate of Exemption form must be filled out if you choose to delay or exempt a child from one or more required immunizations.

 

General Health: Each parent is responsible to have her/his child in good health when attending preschool and must notify the Health & Safety officer if the child contracts a contagious disease.

D.  Fees and Finances

In order to cover the expenses involved in running a Cooperative Preschool, Member parents pay Co-op tuition and fees, pay NSC tuition, complete fundraising, serve as assistant teachers in the classroom, and fulfill Class or All-School job(s). All of these payments (tuitions, fundraising, classroom roles, and Member jobs) are completed on a per-child basis.

Fees and Tuition

Membership Registration Fee: The Cooperative preschool registration fee shall be set for the following year prior to the annual membership registration period (held in the spring), according to the financial conditions of the Cooperative.  Payment of the registration fee is required at the time of registration and is non-refundable.  The registration fee covers accident and liability insurance and a portion of the equipment fund.

 

Cooperative Tuition Fee: Cooperative preschool tuition fees are subject to change on approval of the Board.  During the period of enrollment, full Cooperative tuition must be paid for each payment period whether or not the child attends school on every class day in such period, and whether or not preschool is canceled for any reason, including weather-related reasons.

 

Payment of Cooperative Tuition: Tuition payments are made to the Treasurer pursuant to a payment schedule determined by the Board.  Upon acceptance, cooperative preschool members will be required to submit September Cooperative Tuition that will be NOT be refundable after June 30th. Members must submit September Tuition payment by one week prior to Spring Orientation or forfeit their assigned class space(s). June's tuition is due in September or upon acceptance if after September. The early collection of June's tuition, which is nonrefundable after January 1st, is to prevent the Treasury from facing a deficit at year-end due to nonpayment of tuition.  Cooperative members who enroll after a tuition payment period has begun will be charged tuition for the period on a prorated basis, based on the number of classes remaining in the period at the time of enrollment.

 

Nonpayment of Cooperative Tuition: If a member's Cooperative Tuition is overdue by 20 days and payment arrangements have not been made with the All-School Treasurer, the member will be asked to not attend class until tuition is current or forfeit her/his membership in the Cooperative. See Dismissals section. Families may apply for Tuition Assistance if facing hardship.

 

Refunds of Cooperative Tuition: There will be no refund of tuition for classes held in June, except in cases of dismissal. Other tuition refunds will be made on a prorated basis, provided that two (2) weeks' notice of a member's withdrawal has been given to the All-School Registrar, and provided that the Registrar is able to fill the opening. If the opening cannot be filled, the withdrawing parent(s)'s paid tuition for the month of withdrawal will not be refunded.

Cooperative Tuition for Multiple Siblings: Parents enrolling more than one child in the Cooperative will pay a Registration fee per family, per class and full Cooperative Tuition for each child. Parents of multiple siblings will hold one job for each child enrolled. However, at the discretion of the All-School Board, a single Board position may fulfill the parent's job requirement for multiple children (e.g. twins) enrolled in a single class.

NSC Tuition: Participating parents and caregivers shall enroll in class(s) with NSC and pay quarterly tuition (a total of 3 payments during the September-June school year) for their enrollment in NSC's Parent Education Program. Attending parents and caregivers (who attend more than 2 times per quarter) shall enroll with NSC for 3-credit courses. This includes Nannies (For more information about Nannies, see Nanny Policy). If a child requires an attendant in class in addition to their primary caregiver, such as an ABA therapist, that attendant does not pay NSC tuition. Parents, after his/her partner has signed up for a 3-credit course, who plan to attend class more than 2 times per quarter, will register for 1-credit courses. Additionally, parents and caregivers of multiple children in the school and/or in a given class shall register for one 3-credit course per child. Families of multiples are required to register both parents in 3-credit courses in order to ensure sufficient enrollment per class with the minimum requested by NSC being twenty (20) members. For information about NSC PAC Scholarships, visit North Seattle Cooperative Preschools’ Scholarship Information page.

Tuition Assistance

Scholarships for Cooperative Tuition: As a supplement to the PAC Scholarship Fund, the Cooperative may establish and maintain a separate scholarship fund.  The fund shall be built through fundraising and interest and administered by the Board.  The fund's purpose shall be to finance partial tuition for a member in need.  Written requests for scholarship awards should be referred one (1) month in advance to the All-School Treasurer who will bring the requests anonymously before the Board for approval.

Awards of Cooperative Tuition Scholarships: Cooperative tuition scholarships are available through the PAC Scholarship Fund for members who choose to apply. Applications for scholarships are on a quarterly basis. PAC will award up to 50% of tuition to approved members quarterly. Upon award of PAC scholarship, members are then eligible for in-house scholarships. In-house scholarships are awarded up to 50% of the amount that PAC has awarded. Acceptance is based on members’ active participation and availability of funds. Exceptions can be made upon review by the All-Site Board.   

Payment arrangements can be made with the All-School Treasurer for those needing financial assistance until scholarships are awarded. Payment arrangements will be based on the known amounts families must pay (25% of the quarterly tuition). After consultation with the All-School Treasurer, the amount due may be spread out into multiple payments or one lump sum.

Fundraising 

Each year the NSC PAC requires the Cooperative to contribute a per child fee that goes towards scholarships. This per-child fee is subject to change on an annual basis. Rather than increase tuition to cover this fee, the cooperative chooses to fundraise to cover these fees. All members are required to support fundraising activities to fulfill the Cooperative's financial obligation to the PAC Scholarship Fund.  Fundraising proceeds also go towards contributing to overall school budget which includes school improvements, in-house scholarships, and emergency reserves. Members may fulfill their fundraising obligations to raise the “per member” fund amount by participating in the selected activity and/or by paying the full amount directly to the Cooperative. Families of multiples will be required to raise funds for all children enrolled in the Cooperative but may appeal to the Board for a reduced requirement.  

Mid Year Join/Drop Fundraising Requirements:

The members fundraising responsibility is prorated and calculated by the number of months attended divided by ten and multiplied by the yearly fundraising responsibility.

Fundraising Requirement Deposits: Any fundraising balance is due by February 1. Fundraising will be accepted solely in checks, either as payment for the requirement or as part of the fundraising effort.

 

If a family experiences a hardship in meeting the per child preschool fundraising requirement the family may apply to the Board for a partial scholarship to help offset their fundraising balance.  All families may apply for fundraising assistance, and all families are expected to make an effort to contribute as much as possible towards their fundraising requirement.  Families should meet the PAC Scholarship Guidelines in order to qualify for a partial fundraising scholarship, however, the Board, in its discretion, may choose to award a fundraising scholarship even if a family does not meet these Guidelines.  

Financials

Conflict of Interest/Compensation:  No Officer or Member of the Cooperative shall have any personal financial interest, direct or indirect, in any activity undertaken by the Cooperative.  No Officer or committee Member shall receive compensation for their service, but may receive reimbursement for approved expenditures incurred on behalf of the Cooperative.

Checks Written to/by the Cooperative: All checks written to the Cooperative shall be made out to: Crown Hill Explorers Preschool. All checks issued on behalf of the Cooperative shall be co-signed by the All-School Treasurer and another Board member of the Cooperative.  The Teacher's monthly supply fund will be made available as stipulated in the Teacher's contract.

 

Carryover Reserve Fund: A carryover reserve fund to start the next year will remain in the Treasury at the end of the year.  The reserve fund should equal at least two month's expenses, including rent, salaries, taxes, telephone, etc.  

 

Insurance:  The Cooperative shall carry insurance according to NSC policy. Insurance is provided by NSC and stipulates that every caregiver working in the classroom must be enrolled with the college.

Fiscal Year: The Cooperative's fiscal year shall run from July 1 to June 30.

E.  Weekly Preschool Sessions

School Calendar and Class Cancellations: The school year shall follow that of the Seattle Public Schools, and the regular school holidays shall be observed. The 3s school sessions are held three times a week for two and a half (2.5) hours each. The Pre-3 school sessions are held twice a week for two (2) hours each. The Toddler school sessions are held once a week for two (2) hours.  When the Seattle Public Schools are closed or running late (either 1 or 2 hours) due to weather conditions, preschool classes shall be cancelled.  Evening Parent Education classes may meet; a decision to cancel the class will be made jointly by the Teacher or Parent Educator and the Board. Any parent or Board meetings cancelled due to weather conditions shall be rescheduled, with make-up meeting times established by the Parent Educator and the Board.

Schedule: 

Toddler Classes (Owls/Otters): For part of each class session, one-half of the parents are assigned a specific responsibility as teacher’s aides to guide the children’s activities while the other half of the parents attend parent education.  For the remainder of the session, all parents are required to help the children in various play activities as directed by the Teacher.

Pre-3 Classes (Orcas/Bears): Half of the parents participate on the first school day of the week, and the other half participate on the second school day of the week. The working parents are assigned a specific responsibility as Teacher’s aides in order to guide the children’s activities.  For the remainder of the session, parents are to help the children in various play areas as directed by the Preschool Teacher. If a parent has two or more children enrolled in the class, the parent will be required to work only one day, unless due to enrollment or many sets of multiples, the Class Executive Committee and Parent Educator deem two work days to be necessary. A primary objective of the Pre-3 age group is to to help attain the goal of child-parent separation. Toward the same end, parents will be encouraged to leave their child at preschool on their non-work day; the Teacher and Parent Educator will work with the parent to design a plan for separation.

3s Class (Eagles): One third of the parents participate on each school day. The working parents are assigned a specific responsibility as Teacher’s aides in order to guide the children's’ activities; parents are to help the children in various play areas as directed by the Preschool Teacher.  If a parent has two or more children enrolled in the class, the parent will be required to work only one day, unless due to enrollment or many sets of multiples, the Class Executive Committee and Parent Educator deem two or three work days to be necessary. A primary objective of the 3s age group is to to help attain the goal of child-parent separation. Toward the same end, parents will be encouraged to leave their child at preschool on their non-work day; the Teacher and Parent Educator will work with the parent to design a plan for separation.

 

Attendance: Members are responsible for informing the Cooperative if they are unable to attend the preschool session.  It is the Class Executive Committee’s responsibility, in conjunction with the All-School Board, to determine if a member's absences are interfering with the Cooperative's operation.  If so, the Class Executive Committee may recommend that the Board, in the best interest of the Cooperative, dismiss that member according to the Policies and Procedures.

In-Classroom Notes Handout is a helpful resource for reviewing classroom procedures.

F.  Emergency Substitute (E-Sub): Pre-3s and 3s

In order for Co-op to function properly, parents must attend their assigned work day and provide Emergency Substitution for parents in true emergencies. Members are required to be an Emergency Substitute (E-Sub) on an assigned, non-work day, in case a parent who is supposed to work that day has a sudden illness or emergency. The Emergency Substitute schedule is for true emergencies that become known the day before or in the morning before preschool. It is not for planned absences, such as a vacation or doctor appointments. All-School Board members will be exempt from working Emergency Substitute shifts in connection with the preschool class s/he represents in that role. See All-School Elected Officers and Responsibilities for more information.

Responsibilities of the Parent Requesting E-Sub: A parent should contact the Emergency Substitute as soon as possible when needed. If the E-Sub has not been reached, contact the E-Sub by phone within the 2 hours before the class begins to allow the class time to work together to make arrangements in the event that the Emergency sub is needed by multiple families. If you know that you will need a substitute the night before your work day, you may first attempt to make arrangements to trade a workday with another member, and then contact the E-Sub. Each parent is allowed one forgiven absence filled by an E-Sub. Any time you trade work days, use an E-Sub, or send a spouse/relative to fill in, immediately inform your class members by email who to expect in class that day. If E-Sub is used excessively, as determined by the Class Executive Committee, the CEC will notify the All-School Board of the behavior and resolution.

If a parent sends a caregiver unfamiliar with Co-op, the parent should direct the caregiver to:

  1. Review Section 4: Health Guidelines and Section 5, E. Role of Member Parents, of this document. Or read the In-Classroom Notes.
  2. Check in with other co-op members when they arrive and be ready to receive direction.

E-Sub Responsibilities: At the discretion of the CEC, parents are placed on the E-Sub rotation on a per-child basis. For example, if a parent enrolls two children in a class, the parent will be assigned twice the E-Sub days. When you are assigned as Emergency Substitute, expect to work that day and make plans accordingly. A member needing a sub will contact you as early as they are able to. Please be available by phone the morning of class and up to 20 minutes after class has started. If you are contacted by multiple families - notify your Class Chair so they can help make the necessary arrangements.

Parents may also trade E-Sub days ahead of time. If a member is unable to actually fill in as a substitute on their non-work day (due to a job, for example), they can fulfill their obligation ahead of time by securing a spouse or another relative to be the E-Sub or they can make an arrangement with another preschool parent to take their E-Sub shift.  

G.  Monthly Parent Meetings  

Monthly Meeting: Monthly parent meetings shall be held pursuant to a schedule determined by the All-School Board in the previous academic year and accepted by the members at the September parent meeting. One hour of each monthly parent meeting will be devoted to Cooperative business; the other hour will be devoted to Parent Education.

Attendance: Attendance at monthly Parent meetings is a mandatory requirement of Cooperative membership and to fulfills accreditation as a student at NSC.  One (1) absence from these meetings will be excused regardless of reason for absence. The meetings build community in your class. After the first missed meeting, the parent must (1) review the minutes, sign them, and turn them into the class secretary before the next meeting, (2) as determined by the CEC, come up with something to benefit and build the co-op community within that month (e.g., plan a play date), and (3) complete the Missed Meeting Form (i.e., perform an alternate activity designated by the Parent Educator).  The Class Secretary will notify the Class Executive Committee of any absentee problems, and the Class Executive Committee will promptly review the matter.  

 

Orientations: Two class-level orientation meetings are held, a Spring Orientation in May after the new class is registered and a Fall Orientation in September (See All-School Elected Board Members for information about Board-Specific Orientations). At the May meeting, the Parent Educators will ensure that the Class Executive Committee positions are filled for the incoming Cooperative classes during class break-out sessions. The Teacher, Parent Educator, and all Cooperative members attend the September meeting (with the new All-School Board and Class Executive Committee members in place and facilitating the meeting). The purpose of this meeting is to solidify the Preschool’s leadership positions, fill remaining positions, set calendar dates, and orient new members.

H. Parent Education

Parent Education is the foundation of the Cooperative program, and is the basis of membership and participation in the Cooperative.  It consists of four elements:  

  1. Toddler (Owls/Otters) Parent Education Meeting: Each week, one-half of the parents spend part of the school session in a parent education meeting during which various parenting topics are discussed with the Parent Educator.

  1. Monthly Parent Meeting: Half of the monthly Parent Meeting shall be devoted to Parent Education, as provided by the Parent Educator. This monthly meeting also serves as the only Parent Education Meeting for Pre-3s (Bears/Orcas) and 3s (Eagles) parents.

  1. Teacher's Aide: The parents participate as teacher's aides, on their assigned work day, during the weekly preschool sessions.

  1. Management of the Cooperative: The parents participate in the management and operation of the Cooperative.

I.  Preschool Teacher

Teacher Agreement: An agreement between the Cooperative and the Preschool Teacher shall be made and considered binding.  It shall be signed by the Chair and the Treasurer on behalf of the Cooperative.  The Preschool Teacher’s agreement may be terminated by majority vote of members and upon one month’s severance pay. The Preschool Teacher may terminate his/her agreement by giving thirty (30) days' written notice to the All-School Board.

 

Agreement Renewal: The Preschool Teacher will inform the Board no later than March 15th of the current school year, if s/he plans to return for the following school year.  The decision to hire a new Preschool Teacher will be made by a majority vote of the Cooperative membership on or before April 1st of the current school year. If a decision is made to renew a Preschool Teacher’s agreement, such agreement must be renewed and signed by both parties by April 30th of the current school year.

J.  All-School Elected Officers and Responsibilities

All-School Officer Positions shall include a Chairperson, a Registrar (Parent Coordinator), a Treasurer, a Secretary, a Communications Coordinator, and a Health & Safety Coordinator. These officers, as well as the Chairperson from each class Executive Committee, will constitute the Board.

To fulfil role obligations, in addition to the duties listed under Member Positions, All-School Board members are required to attend All-School Board meetings, All-School Orientation(s), and the Outgoing Board/Incoming Board Meeting (more information below). All-School Board members may have one excused absence from these meetings and must arrange for a representative to fill in her/his role (see All-School Board Assistant under Member Positions). All-School Board members must reply to Board-related emails within two business days as topics may be time-sensitive.

Preschool Duty Exemptions: Unless otherwise determined by the All-School Board, Board members shall be exempt from All-School upkeep duties, providing snacks, and working Emergency Substitute shifts in connection with the preschool class s/he represents. All-School Board Members may only fill one Board position at a time. See Cooperative Tuition for Multiple Siblings under Fees and Finances for more information.

Monthly Board Meetings: Regular meetings of the All-School Board shall be held monthly and shall be open to the membership.  A simple majority of the Board shall constitute a quorum, and a quorum must be present at all times to transact business.  

Outgoing Board/Incoming Board Meeting: This meeting should be held after all Board positions for the incoming Cooperative have been filled (during May) and may be combined with the Spring Orientation Meeting.

Spring All-School Board Orientation Meeting: The outgoing officers will be present to transfer all business, except for Treasurer responsibilities, to the newly-elected officers, all of whom must be present. This meeting is typically the second half of the last All-School Board meeting of the year. The outgoing Treasurer will complete the end of the current year fiscal responsibilities prior to transferring all business to the Incoming Treasurer. These meetings can be held as one-on-ones with each outgoing Board member meeting with their incoming replacement.

All-School Board Voting: In order to ensure that the Membership is represented while centralizing the administrative decisions of the Cooperative, voting shall proceed as follows:

  1. Prior to or at an ASB meeting, a voting item may be created, suggested, and/or discussed over email.
  2. The All-School Chair will email the Agenda to the Class Chairs in order for them to share the agenda with their classes. Chairs will request feedback from the class at monthly meetings and bring the feedback back to Board at Board Monthly meetings.

*For Bylaws change, the process would be similar except the classes, according to the bylaws, would officially vote on it. If less than 60% of membership approved the change, feedback would go back to the board to edit and submit for voting again at the next Class Meetings.

All-School Board Electronic Mail Voting: According to Washington State Law, electronic mail voting is only available for resolutions before the All-School Board, due to the difficulty of obtaining 100% participation from Cooperative membership. The Cooperative membership must vote during parent meetings. If an item arises that requires action prior to the next scheduled All-School Board meeting and if the Chairperson deems it necessary and advisable, the Board may vote on an item by electronic mail pursuant to the following requirements:

 

Emergency Voting: In an emergency situation, the All-School Board may make decisions and transact Cooperative business without submitting such actions to a vote by the membership.

All-School Board Recommendation Process and Job Committee: The following year’s All-Site Board will be nominated by current Board members or those interested may self-recommended. If more than one Member volunteers for a role, a meeting can be called to discuss it or the Members may run for positions and the classes may vote at the Spring Orientations. If only one Member volunteers for a position, they will be confirmed at the Spring Orientations with a vote from the members.

All-School Board Summer Preparatory Meeting: This meeting should be held in the Summer after the Outgoing/Incoming Board meeting and before the start of the year set-up. The new All-School Board, Teacher, and a Parent Educator attend this meeting and finalize decisions for the coming year, including the schedule for monthly meetings.

Summer Meetings with Class Executive Committee Counterparts: In July, the incoming All-School Chair will meet with the Class Chairs to solidify and review roles, answer questions, and build relationships. The other All-School Board officers will organize and hold these meetings for August either prior to or following the All-School Board Summer Preparatory Meeting. These meetings will include AS Secretary with Class Secretaries, AS Health & Safety with Class Health & Safety, Registrar with Parent Coordinators, and AS Treasurer and AS Assistant Treasurer with Class Fundraisers. Communications Coordinator will meet with her/his class counterparts after the roles are assigned at Fall Orientation.

The All-School Board is responsible for, but not limited to, the following:

Typical All-School Committee Meetings Requiring Volunteers:

K. Class Executive Committee Elected Officers and Responsibilities

Class Executive Committee shall include a Chairperson, a Parent Coordinator, a Fundraiser, a Health & Safety Coordinator, and a Secretary. This committee also includes the Teacher and Parent Educator as advisors.

Preschool Duty Exemptions: Unless otherwise determined by the All-School Board, Class Executive Committee members shall be exempt from providing snacks for the preschool class for which he/she is serving. For the class she/he represents, Chairperson will be granted all the exemptions given to All-School Board members because they will be attending the extra meetings.

The Class Executive Committee is responsible for, but not limited to, the following:

Class Executive Committee Meetings: Class Executive Committees shall meet monthly, and the timing of these meetings shall be determined by the members of the CEC. Typically, these meetings are held shortly before parent meetings. Any meetings shall be open to the membership. These meetings are more social in nature and the monthly dates should be scheduled to begin prior to Fall Orientation in August.

Summer Preparatory Meeting - ASB with Class-level Counterparts: As noted above (in All-School Elected Officers and Responsibilities: Summer Meetings with Class Executive Committee Counterparts), these meetings should be held in August after the Outgoing/Incoming Board meeting, before the start of the year set-up, and following the All-Chairs Meeting scheduled by the All-School Chair (end of July). For example, the All-School Treasurer schedules a meeting with the Class Treasurers/Fundraisers and Assistant Chair, the Registrar meets with the Class Parent Coordinators, and so on.

The meeting goals are to

  1. Familiarize members with All-School Model (supervision and questions)
  2. Review the job responsibilities
  3. Share important documentation
  4. Prepare for Fall Orientation.

L.  Maternity and Nanny Policy

Maternity Leave: Maternity leave shall be granted to Cooperative members for up to six (6) full weeks following the birth or adoption of an infant. The parent will inform the Class Executive Committee of the need for leave.  During the leave, the member shall be excused from all regular Cooperative responsibilities (including, but not limited to, attendance, cleaning, snack, assistant teaching, committee assignment, and parent meetings falling within a continuous six (6) calendar week period, regardless of school breaks) without obligation. *Note that parents are allowed by NSC to miss one Parent Education Class (at monthly evening parent meetings) but must make up any missed meetings after that (Missed Meeting Form). Parents planning on taking maternity leave are encouraged to trade E-Sub and Snack coverage ahead of time. Parents with in-class jobs, such as Teacher's Assistant, Room Organizer, School Organizer, etc., are encouraged to email the class ahead of time to ask for volunteers to cover or trade for job coverage.  During the leave, parents can still send their child to class on their drop-off day. Parents may also still send the child to class on their workday and are encouraged to send the child with a responsible adult (such as the parent who doesn’t regularly attend, a grandparent, or Nanny). In order to maintain a functioning class, this policy is applied at the discretion of the CEC and is subject to insurance guidelines and class enrollment. Parents may apply to the CEC for accommodation if they encounter hardship (for example, doctor does not approve "return to work" until 8 weeks post C-section, etc.).

 

Siblings (“Babes-in-arms” Policy):  No siblings are allowed at preschool except for newborn infants in the Toddler (Owls/Otters) classroom as defined below:

Newborn infants up to the age of six months may attend class with their enrolled parent(s) under the following circumstances:

In the past, CHE has served as a trial site for other sibling policies. For example, a pre-3s classroom piloted an “Infants-on-site” policy. Any sibling policy other than the Toddler “Babes-in-arms” Policy may be determined by the class involved and NSC.

Nanny Policy: For the purposes of this policy, "Nanny" is defined as “a non-custodial caregiver not living in household.” Parents wishing to enroll their child with a Nanny will be required to fulfill all Cooperative duties.  Although the Nanny may attend preschool, the parent will be required to perform weekly cleaning, year-end cleaning, and any class projects (i.e. fundraising) that arise. The parent and Nanny shall both be required to enroll in 3-credit NSC courses and attend the monthly Parent Education meetings. Children attending preschool with his/her own parent shall be given registration priority over children attending with a Nanny.  After September 1, children attending with a Nanny may be enrolled on a space-available basis, unless there are extenuating circumstances that are presented to the Board.  This Nanny Policy does not apply to the parent who is occasionally unable to attend preschool and sends a Nanny or babysitter in his/her place.  However, this Nanny Policy shall be activated anytime a parent anticipates sending their child to preschool with a Nanny more than two (2) days per quarter. At such a  time, a Nanny must enroll in a 3-credit course with NSC. See NSC Tuition under Fees and Finances for more information.

M. All-School Work Parties Policy

In order to maintain and improve a fun, safe, and educational space for our children, all Co-op families participate in Class and All-School Work Parties (see All-School Elected Officers and Responsibilities: Preschool Duty Exemptions). Each family must participate in at least one All-School Work Party and one Class Work Party per class enrolled. 

All-School Work Parties will be scheduled by the All-School Maintenance Coordinator on an as-needed basis. A total of 10 Class Work Parties will be scheduled per school year, with one scheduled per month, at the discretion of the Teacher(s) and the All-School Maintenance Coordinator. These Work Parties shall be used to accomplish tasks necessary to the continued functioning of the Co-op, such as cleaning tasks, organizational tasks, and outdoor classroom projects. These Work Parties also help build cohesion and a sense of community within the class. Each class is responsible for two of the ten Work Parties throughout the year, and one or two members of the Class Executive Committee shall serve in a supervisory role on those Work Parties.

The All-School Maintenance Coordinator, in collaboration with the All-School Board, shall establish suggested dates of the Class Work Parties over the summer prior to the start of the school year, and incoming families will be informed of their assigned work day when they receive all the rest of the beginning of the school year information, usually in August. This will allow for families assigned the first monthly work day in September time to plan accordingly. If a family is unable to send a representative to their assigned work day, the family is responsible for switching with someone else in their class to attend the other work day assigned to their class.

N.  Grievances 

Grievances between Cooperative members shall be handled as follows:

The aggrieved party contacts the Class Parent Coordinator (PC) or All-School Registrar (or an alternate Class Executive Committee member, if requested by the aggrieved) and explains the problem. The Registrar or PC (or alternate) may act as the mediator between the involved parties, but shall immediately inform all parties, the teacher, the class Parent Educator, and the Class Chairperson of the problem. At the request of any party to the grievance, the Class Chair will inform the All-School Registrar of the dispute (if not already informed); the Registrar will bring it to the attention of the All-School Board. The All-School Board will then promptly appoint a Grievance Committee to investigate the matter.

A Grievance Committee shall consist of one member of the All-School Board (other than the Registrar or alternate), one randomly chosen Cooperative member from the same class not involved in the dispute, and the Parent Educator.

The Grievance Committee shall promptly evaluate the dispute, including consulting the Preschool Teacher if appropriate, and shall make a recommendation to the All-School Board regarding its decision. The decision of the All-School Board shall be final and binding.

Failure to Fulfill Co-op All-School Board Role Obligations

If an All-School Board member is found to be negligent in his/her role obligations, the aggrieved party or parties shall notify the All-School Assistant Chair. The Assistant Chair will then convene a committee comprised of one Parent Educator, the Teacher(s), and the All-School Assistant Treasurer, and one other co-op member not in the class of the member in question. Recommendations made by the committee will be returned to the Board.

Grievances between Cooperative members and Parent Educator(s) or Teacher(s) shall be handled as follows:

A Grievance Committee shall consist of one member of the All-School Board (other than the Registrar or alternate), one randomly chosen Cooperative member (if a class-level dispute, from the same class not involved in the dispute), and the Parent Educator. If the PE is involved in the dispute, another PE will be appointed. The PE’s supervisor will be notified of the committee. If a Preschool Teacher is involved in the dispute and there is another Teacher employed by the co-op, the uninvolved teacher will be asked to consult.

O.  Dismissals  

Grounds for Dismissal: Failure to perform the duties as outlined, or failure to cooperate in fulfilling membership obligations, as set forth in the “Parent Contract”, shall make a participating parent subject to dismissal from the Cooperative.

 

The procedure for dismissal is as follows: 

 

If the Class Executive Committee or All-School Board is considering dismissing a member from the Cooperative, they shall give a written warning to the parent (Membership Review Notification Form).

Dismissal from the group shall be by majority vote of the Class Executive Committee members, with voting by secret ballot. The vote will then be elevated to the All-School Board and the All-School Board will review the decision and, if necessary, hold a second vote by secret ballot as soon as possible. On the day of the ASB vote or review, the All-School Chair shall give written notice of the dismissal to the member (Dismissal Form).

Within two weeks of the All-School Board vote to dismiss, the member may file a written notice of appeal of the Board's decision to the All-School Chair.  While the appeal is pending, the member shall not attend preschool sessions, All-School Board, CEC, or Parent Education meetings, or other Cooperative events or gatherings.  Within one week of receiving the appeal, the All-School Board shall convene a Review Committee comprised of an All-School Board member, a CEC member from the dismissed parent's class, the Parent Educator from that class, and a representative from the Parent Education Program at NSC. They shall set a date for the Committee to hear the appeal.  The matter shall be heard by the Review Committee no later than three weeks from the date on which the dismissed parent delivered written notice of appeal to the All-School Chair.

P.  Facility Repairs

Whenever the Cooperative needs to contract and hire service to provide repairs, improvements or maintenance for either church property used by the Cooperative or Cooperative assets and materials directly owned, the All-School Maintenance Coordinator  shall be responsible for obtaining and presenting to the All-School Board three (3) estimates for labor and/or materials. This process is designed to ensure that Cooperative repairs, improvements or maintenance expenditures are cost-effective and meet any and all applicable codes or standards of service.

Q.  Member Photo Use Policy

At the beginning of the school year, each class will have a discussion around personal usage of photos of their family. We encourage members to share their preferences with their classmates and ask that each member respect others’ decisions regarding usage of photos of them or their children.

The co-op will abide by your preferences as collected during enrollment (a Permission to Photograph form or digital Registration Form) and you may update that preference at any time. If necessary, contact the ASB Communications Chair to remove a photo from our website or social media.

R. Changes to Section 3: Policies and Procedures

These Policies and Procedures may be amended, repealed or altered upon motion of any member in good standing. The All-School Board may alter the P&P at Board Meetings, which are open to all of the Membership. The proposed change shall first be presented to the Board, which will in turn present the proposed change to the membership at either a regular or special business meeting.  The proposed change shall also be posted at the preschool.  After a 14-day notice period, the proposal will be adopted if approved by two-thirds (2/3) of the current membership.

S. Dissolution of the Cooperative 

In the event the Cooperative should be dissolved, the membership shall be responsible for liquidation and disposition of all assets.  Upon dissolution, all assets remaining after payment of all liabilities shall be distributed to such organizations operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code.  Any plan of dissolution and liquidation must meet with the approval of NSC.

T.  Certification

I hereby certify that the preceding Crown Hill Explorers Cooperative Policies and Procedures, as amended and restated, were duly adopted by vote of its current membership on XXX.  

__________________________

XXX, All-School Chair

___________________________

XXX, All-School Secretary

SECTION 4: Health Guidelines

 

Following are guidelines all parents should consider before sending their child to preschool:  

 

Colds:  A child should be kept home for the first two days at the onset of a cold.  This is the most contagious period and, by the third day, there is much less chance that the cold will be passed on to others.

 

Temperatures:  A child should be kept home for 24 hours after a temperature has returned to normal to ensure recovery.  Also, a child is very susceptible after any sickness, so this is a good preventive step in guarding against further infection.

 

Bacterial Infections:  A child taking an antibiotic for a bacterial infection should not be sent to school for the first 48 hours after beginning the medication.  Up until this time, the infection is still contagious.  This guideline should be followed unless other instructions are given by the child's doctor, in which case the decision will be up to the Teacher.

 

Diarrhea:  A child should be kept home if they have had 3 or more loose, watery stools within 24 hours.

 

Vomiting:  A child should be kept home if they have vomited on 2 or more occasions within the previous 24 hours.

 

Lice or Rashes:  A child should be kept home if there is any evidence of head lice or if they exhibit any unusual rashes not associated with normal diaper rash, heat or allergies.

 

Sickness at School: A child who becomes ill while at preschool (e.g., vomiting, fever) should be taken out of class at once.

 

Chronic Medical Problems:  Parents should let the Teacher and Class Health & Safety Officer know of any medical problems their child has, such as an allergy, asthma, epilepsy, etc.  In the case of allergy, especially if it is a food allergy, this information will be shared so that snacks will be safe for the child.  If any child has a chronic condition that conflicts with the Health guidelines, the parent may submit an exemption request with supporting documentation to the All-School Health and Safety officer. All parents are entitled to and should be informed of the medical conditions of all children in the preschool (e.g., allergy, new medication) in order to assist them in understanding the child with whom they are working.

 

Medication:  If a child is taking medication which might have an effect on the child's behavior, that information should be brought to the attention of the Teacher and other parents so that they can best understand the child with whom they are working.

SECTION 5: Roles and Positions

A.  Role of the Parent Educator

The Parent Education faculty at NSC believes that parenting is one of the most important careers in an individual's life.  And, as with any vocation, preparation and continuing education are necessary for success.  The goal of our program is to provide information and skills to enable parents to act more confidently and competently in their own families, to make informed family decisions, and to be an active participant in this educational process.

Parent Education Model

The Parent Education model for Co-op programs was established in 1938 and was housed in the Seattle Public Schools.  It is based on a "laboratory approach" with parents and children participating in a learning experience together.  In the late 1960's, the NSC assumed responsibility for the program as part of adult education.  Our program has been adapted to serve parents of infants, toddlers, pre-three children, and preschool-aged children.  At NSC, the model includes three major curriculum components:  

Parent Educator's Role in NSC

Your Parent Educator is a faculty member of NSC’s Child and Family Education Division.  The Parent Educator is assigned to a cooperative, which is officially a "Parent/Child Study Laboratory" class.  He/she has knowledge and skills in the areas of child development, early childhood education, adult learning, parenting issues and relationships.  The Parent Educator attends bi-monthly meetings at NSC and is involved in continuing education.

Parent Educator's Role in the Co-op

Although parent-student needs are different in each Co-op, the Parent Educator's overall responsibilities are the same: to provide Parent Education, serve as a consultant for the Preschool Teacher, act as an advisor for the Board, and to be a resource for individual parents.  Each of these aspects is more fully described below.

Parent Education

The Educator provides Parent Education instruction at the parent meetings and/or discussion sessions.  College instructors select curriculum from the following student objectives established by the State Board for Community College Education:

Consultant to Teacher

The Parent Educator serves as a consultant or resource to the Preschool Teacher to insure a developmentally appropriate program for the children.  The Parent Educator provides information, makes recommendations, and presents ideas as needed to the Preschool Teacher.  This will vary from lab to lab and depend on the skill and experience of the Teacher.  It may consist of advice on a guidance problem, observations on a child of concern, material to enrich the environment, or suggestions for providing direction to the parent teacher aides.  

Advisor to the Board

The Parent Educator acts as an advisor to the All-School Board and conveys general information from NSC on matters such as insurance, health and safety issues, or general announcements about business matters.  The Parent Educator also provides information and insight for special problems and group process as needed.  For example, he/she provides direction when a Co-op needs to hire a new Preschool Teacher or find a new school location.  The Parent Educator's role with the Board will vary depending on the experience and expertise of the Board.

Resource Person

The Parent Educator acts as a resource to individual parents.  The Parent Educator is aware of NSC and community resources available to individuals.  He/she may make referrals to other agencies if a matter is outside the areas of her/his expertise or role.

The Parent Educator must be flexible to meet the responsibilities of the college program and may work with a Co-op that meets one day a week or four days a week.  Therefore, he/she must include attendance at monthly board meetings, Parent Education sessions, and preschool sessions, as well as making time to act as a resource in her/his schedule.  

B.  Role of the Preschool Teacher

The Preschool Teacher acts as head teacher and manages the group experience, with the assistance of the parents and the support of the Parent Educator.  The smooth and successful functioning of the Co-op program depends mainly, however, on the Preschool Teacher.  The Teacher is hired by the Co-op's hiring committee, and her/his salary comes from the Co-op membership.  

General Responsibilities in the Co-op

Teaching Responsibilities

The primary responsibility of the Preschool Teacher is to set up a developmentally appropriate program for young children.  In doing this, the teacher works to establish routines and activities that will be most effective in promoting social, physical, cognitive, emotional, and creative growth for each child.  The Preschool Teacher and Parent Educator work with parents individually to assure each child's success at preschool.  Each Teacher has his/her own style and strengths in working with young children and their parents.

The Preschool Teacher interacts with the children in the classroom and evaluates their progress to determine what developmentally appropriate materials and activities will be presented.  The schedule s/he provides is very important to the security of the young child.  The Teacher knows that young children learn best by first-hand experience and through play; therefore, the environment is setup to promote these activities.  The Teacher always keeps in mind the necessity to preserve creativity, develop inner controls, and encourage problem solving.

The Teacher plans the curriculum and informs the parents of this plan.  However, s/he maintains the flexibility to change this curriculum when another activity appears to suit the children better.  The Teacher explains all parts of the program so that the parents will understand the reasons for the benefits of an activity.  Most Preschool Teachers have the ability to anticipate and prevent difficulties when working with a group of spontaneous children.  They also know how to alert parents to ways of working and getting involved with children in their co-op setting.

C.  Role of the All-School Co-op Board

The Co-op Board discusses the needs and concerns of the membership, from mouse traps to a chickenpox epidemic.  The officers of the Board are special supporters of the Co-op and keep attuned to areas that might need improvement or situations that might be breeding discontent.  This way, any problem can be handled quickly and resolved, and the Co-op can move on in a positive way.

Composition

The Co-op elects the officers for their group to serve for the full preschool year.  The elected officers include a Chair, a Registrar, a Secretary, a Treasurer, a Communications Coordinator, and a Health & Safety Officer. The All-School Board also includes the chairs of the individual classes. The elected officers, the Preschool Teacher(s) and the Parent Educator(s) constitute the Board. The Preschool Teacher(s) and Parent Educator(s) are non-voting members.  Initially, the Board will assume a major role of leadership in the group. The aim, however, is to involve all members in the planning and execution of the Co-op program.

Role

The Board functions primarily in an advisory capacity and makes decisions for the group in accordance with the Bylaws.  For example, the Board must obtain member approval for determining registration and tuition fees and in hiring a Preschool Teacher.  

In addition, the Board serves as a clearinghouse for ideas, reports, and concerns which any officer or individual member may have.  Minutes are kept of all recommendations and should be made available to all members. The Board conducts monthly meetings beginning in August and concluding in May. The final meeting will consists of one hour of Board business and one hour of role handoff to the newly selected Board for the following school year.

All meeting times shall be posted on the Co-Op online calendar and be open to the membership. The Board will meet approximately 2 weeks prior to the class meetings, when possible, in order to facilitate better communication between the Members and Board. This spacing of two weeks time should allow sufficient time for 1) the All-School Secretary to finalize and share the meeting notes with the school prior to Class Parent Meetings and for 2) the All-School Chair to share potential agenda topics for Member review with the Class Chairs.

Activities

Activities of the Board may include: planning All-School fundraising events, recommending equipment and supply purchases, overseeing building and safety maintenance, ensuring compliance with the Risk Management Manual, proposing enrollment maximums for students and class times, being fiscally responsible, recommending hiring procedures, paying teachers, informing members of the activities of the Board, keeping records of all Board activities, developing and proposing revisions to the Bylaws, planning for an easy transition from year to year, solving disputes that elevate beyond the class level, and staying in compliance with NSC Parent Education Program directives.

In addition to the work of the Board, each elected officer has a certain role and specific responsibilities.  It is recommended that each officer keep a notebook or file to be passed on to incoming officers.  Such a notebook should include: materials from NSC's Parent Education Program which are relevant to the specific officer, materials relating to the current functioning of the group, recommendations for future policies, and helpful hints to pass on to future officers.

D.  Role of the Class Executive Committee  

The Class Executive Committee manages the business of the Co-op at the class level, acting as deputies of the All-School Board. The Class Executive Committee manages things like forms, job completion, tuition, and questions and concerns of the members at the class level, elevating issues to the All-School Board as necessary. They are attuned to the needs of the Co-op at the individual class level. Class Chairs also serve on the All-School Board.

Composition:  Each Co-op class elects the officers for their class to serve for the full preschool year.  The officers include a Class Chairperson, a Class Parent Coordinator, a Class Fundraiser, Class Health & Safety Coordinator, and a Class Secretary.  The officers, the Preschool Teacher and the Parent Educator constitute the Class Executive Committee.  Initially, the Class Board will assume a major role of leadership in the individual classes.  The aim, however, is to involve all members in the planning and execution of the Co-op program.

Role

The Class Executive Committees typically have meetings in the half hour preceding the class monthly parent meeting. However, scheduling is determined by the members of the CEC. This meeting includes the Teacher, Parent Educator, Class Chair, Class Secretary, Class Fundraiser, Class Health & Safety Coordinator, and the Class Parent Coordinator. These meetings shall be open to the membership. As decision-making remains at the level of individual Co-op members, they serve as intermediaries between the All-School Board and the individual classes, bringing recommendations of the All-School Board to the members, and vice-versa. Class Executive Committees also serve to resolve issues that occur throughout the year among class members, as they are likely to be more familiar with these situations than the All-School Board.

Activities

Activities of the Class Executive Committee may include: Planning parent orientations, running monthly class meetings, passing on important information from the All-School Board to the classes, solving disputes at a class level, ensuring classroom jobs are completed, collecting fees and tuition, orienting new parents to the co-op, maintaining communications between class members, addressing job change or hardship requests, and maintaining class records.

In addition to the work of the Class Executive Committee, each elected officer has a certain role and specific responsibilities.  It is recommended that each officer keep a notebook or file to be passed on to incoming officers.  Such a notebook should include: materials from NSC's Parent Education Program which are relevant to the specific officer, materials relating to the current functioning of the group, recommendations for future policies, and helpful hints to pass on to future officers.

E.  Role of the Member Parents

Participating parents have several responsibilities to the ongoing Co-op program, the Preschool teacher, the Parent Educator, and the Co-op Board.  

Ongoing Responsibilities

Responsibilities to the Preschool Teacher

Other Responsibilities

The Parent as Teacher's Aide

Following are some useful techniques for working with the children during preschool.  With experience, and as relationships are built with individual children, you may apply them in an increasingly individual way.  

Helpful Hints for Your Success at Preschool

F.  Member Positions

1. All-School Board Positions

*Recommended to be filled by a returning parent.

**Recommended to be filled by a new parent.

See Role of the All-School Co-op Board and All-School Elected Officers and Responsibilities for more information.

All-School Chairperson*

Role: Coordinates the Co-op business. Mentors Class Chairs, All-School Assistant Chair, and All-School Board Assistant. Delegates tasks to them as needed. Also Mentors PAC Reps. Links to

Duties:

All-School Registrar*

Role: Coordinates Co-op registration/enrollment with the Class Parent Coordinators and is the conflict resolution/liaison to the Co-op Board to support the parents. See Membership for information about Registration. Mentors Class Parent Coordinators and delegates tasks to them as needed.

Duties:

All-School Treasurer*

Role: Responsible, along with the Bookkeeper, for Crown Hill Co-op Finances. See Fees and Finances for information about tuition. Mentors All-School Fundraiser and All-School Purchaser. Delegates tasks to them as needed. Suggested skills: Google Drive and Excel.

Duties:

All-School Fundraiser

Role: Responsible for overseeing fundraising. Mentored by and works closely with All-School Treasurer. Coordinates fundraising activities at the All-School level. Holding this job is a great way to gain the experience necessary for being the All-School Treasurer. Suggested skills: Google Drive and Excel.

Duties:

All-School Secretary**

Role: Record keeper for the Co-op and caretaker of its records. Mentors Class Secretaries.

Duties:

All-School Health & Safety Coordinator**

Role: Oversees the health and safety of the co-op members. Recommended background in Emergency Response or Medical Field. See SECTION 4: Health Guidelines for more information. Mentors Class Health & Safety Coordinators, All-School Maintenance Coordinator, and Class Room Organizers.

Duties:

All-School Communications Coordinator*

Role: Coordinate internal and external communications. Mentors All-Site Web Coordinator, Class Communications Coordinators, All-School Advertising Coordinator, All-School Book Order Coordinator, Class Photographers, Class Schedulers, and Class Social Coordinators. Delegates tasks to them as needed.

2. Class Executive Committee Positions

Note: Class Executive Committee members MUST be performed by a person who regularly plans to attend class. Many of these positions serve as the point of contact in the classroom for the All-School Board. These roles are difficult to share with multiple family members.

Class Chairperson

Role: Part of the All-School Board. Coordinates Class business. Mentored by All-School Chair. Works closely with CEC, Class Social Coordinator, and Class Scheduler.

Duties:

Class Parent Coordinator

Role: Support the parents in the class and act as the liaison with the All-School Registrar. Mentored by the All-School Registrar.

Duties:

Class Fundraiser

Role: Responsible for class finances, works closely with All-School Treasurer and All-School Fundraiser Mentored by All-School Fundraiser. Coordinates fundraising activities at the class level. See this link for forms/templates.

Duties:

Class Secretary

Role: Record keeper for the class and the caretaker of its records. Mentored by All-School Secretary.

Duties:

Class Health & Safety Coordinator

Role: Oversees the health and safety of the co-op members. Mentored by the All-School Health and Safety Coordinator.

Duties:

3. All-School Jobs (Non-Board)

All-School Assistant Chair

Role: Primary contact person between the Co-op and the church and assists Class Chairs with tracking jobs. Serves as an assistant to and is mentored by the All-School Chair. This is a suggested job for Members who do not regularly attend and send alternate caregivers (e.g., nannies and grandparents) to class on their assigned workdays.

Duties:

All-School Board Assistant

Role: Main responsibility is to assist the Board, duties outlined below may be requested but are not limited to these tasks. Mentored by All-School Chair. Other duties as assigned and needed by the Board throughout the year.

Duties:

All-School Purchaser & Snack Room Organizer

Role: Responsible for purchasing supplies on behalf of the Preschool. Mentored by the All-School Treasurer and Teacher(s). Responsible for maintaining and organizing the Snack Room Cupboards. Mentors Class School Organizers.

All-School Maintenance Coordinator

Role: Responsible for coordinating and supervising maintenance and/or improvement projects for our classrooms inside and the play areas outside.This role is excused from snack duties (in one class) like the Class Executive Committee. Mentored by Teacher(s) and works closely with the All-School Health & Safety Coordinator. Mentors All-School Laundry, All-School Gardening Coordinator, and All-School Recycling & Waste Coordinator. Tips for job completion.

All-School Laundry

Role: Works with the Teacher to plan and coordinate periodic cleaning of various items (such as costumes and doll clothes from the Dramatics room, smocks and towels from the Art room, cloth circle time spots, etc.) throughout the school year. Mentored by All-School Maintenance Coordinator.

Duties:

All-School Gardening Coordinator

Role: Works with the Teacher to plan, coordinate, and maintain garden area throughout the school year. May involve heavy lifting, so may not be appropriate for pregnant Members or Members planning to become pregnant during the school year. Mentored by All-School Maintenance Coordinator.

Duties:

All-School Recycling & Yard Waste Coordinator** (Orcas or Owls Class)

Role: Develop and coordinate the recycle program for all the school. This role involves heavy lifting and may be difficult to perform if pregnant or planning to become pregnant. Mentored by All-School Maintenance Coordinator.

Duties:

All-School Web Coordinator*

Role: Responsible for the maintenance of the school web site and the school page on the NSC site. Mentored by All-School Communications Coordinator.

Duties:

All-School Advertising Coordinator*

Role: Responsible for the advertising plan for the school. Mentored by All-School Communications Coordinator.

Duties:

All-School Book Order Coordinator

Role: Responsible for coordinating Scholastic Book orders. Mentored by All-School Communications Coordinator and Teacher(s). See this link for templates/forms.

4. Class Jobs (Non-Executive Committee)

PAC Rep

Role: Representative to the Parent Advisory Council (PAC). The PAC votes on guidelines and recommendations on issues common to all Co-ops; the PAC rep is the Co-op's voice. Mentored by the All-School Chair.

Duties:

Scheduler

Role: Responsible for facilitating an organized and effective classroom experience. Works closely with Class Chair and is mentored by All-School Communications Coordinator. See link for more information and templates.

Duties:

Teacher’s Assistant/Substitute

One per work-day: 1 in toddlers, 2 in Pre-3 classes, 3 in 3’s class. This job may include heavy lifting, thus, it is not recommended for members who are pregnant, planning to be pregnant, or who have limited mobility. Mentored by Teacher(s).

Role: Acts as the Teacher’s main assistant during class and substitute if the Teacher is unable to attend class. This person must be First Aid Certified or find a proxy who is for the class. (One adult attending class, other than the teacher, must be First Aid Certified per NSC insurance policies.)

Duties:

School Organizer

Role: Responsible for keeping areas clean, organized and stocked appropriately. School Organizers work with Room Organizers. Mentored by All-School Purchaser and Teacher(s).

Duties:

Room Organizer

This is a suggested job for Members who do not regularly attend and send alternate caregivers (e.g., nannies and grandparents) to class on their assigned workdays. At least two per class day. In Toddlers, that can be two people. In Pre-3’s, there would be four people with two on each work day. In 3’s, there should be at least one per work day, preferably two. Room Organizers work with School Organizers.

Role: Following the end of preschool each day, the room organizer checks the rooms (see below) to ensure that they have been properly cleaned, materials and toys have been put away and that the room is organized and ready for the next group/activity. They also ensure all areas are disinfected and vacuumed on a daily basis. Mentored by All-School Maintenance Coordinator and Teacher(s).

Duties:

Social/Caregiver Coordinator

Role: Organize social gatherings and caring/nurturing for Co-op members and their families when needed (e.g., new baby, illness, etc.). Coordinate social communications and childcare. Mentored by All-School Communications Coordinator.

Duties:

Communications

Role: Prepare monthly online newsletters and distribute via the class mailing list. Create and update a bulletin board for the class. This is a suggested job for Members who do not regularly attend and send alternate caregivers (e.g., nannies and grandparents) to class on their assigned workdays. Mentored by All-School Communications Coordinator.

Duties:

Photographer

One photographer per class. Mentored by the All-School Communications Coordinator.

Role: Photograph and document the class experience throughout the year. Link to a guide for creating and purchasing placemats.

Duties:

SECTION 6: Classroom Information  

A.  General Classroom Rules

B.  Snack Time

Parents take turns bringing the children's snack; parents are placed on the rotation on a per-child basis at the discretion of the CEC. Bring snack for 18-20 children depending on enrollment. Small quantities and simplicity are keys for snack for this age; prepare the snack foods in advance as much as practicable. Do not bring beverages -- the children will drink water.  Refer to any listing of foods that are not allowed due to allergies, as provided by the Health & Safety Officer, and any listing of recommended snack items provided by the teacher. Usually parents bring two fresh items (one fruit and one vegetable) while the “dry snack” (cereal, crackers, etc.) is provided by the school.

 

THE SCHOOL IS A NUT-FREE ZONE

This includes peanuts, cashews, walnuts, almonds, pecans, pine nuts, pistachios, chestnuts, hazelnuts, macadamias, etc.

Nut butters are NOT allowed. For lunches (applicable to Orcas and Eagles classes), a  suggested replacement is sunflower seed butter.

*If a family has a concern, they shall contact the Health and Safety Officer with documentation from a  physician.

The Snack Preparer should prepare the snack soon after arriving at preschool. Snack preparation procedures are listed on the inside of the snack cupboard in the Circle Room. After snack is through, clear and wash the tables and chairs, and vacuum the floors under the tables as needed.

Encourage table manners such as passing, waiting for a turn, staying seated while eating, etc. (Adults will have to assist children at this age). Try to center the conversation around the children. Help the children to stay at the snack tables until they are finished eating, as food may not be taken away from the snack tables.

C.  Play Time

D.  Clean-up

E.  Circle Time

Section 7: Appendices

Appendix 1: Crown Hill Explorers Cooperative Preschool Mentorship Organization Chart

Appendix 2: Crown Hill Explorers Job Explanation Graphic 

Appendix 3: In-Classroom Notes

Last Updated March 2019