Virtual Co-op Handbook
Please direct questions to
- Virtual Co-op Director [email protected]
- TEACH Board of Directors [email protected]
Virtual Co-op is part of the Tricities Education Association for Christian Homeschoolers (TEACH) and is governed under the TEACH Bylaws, Constitution, and Handbook. This supplemental handbook provides Virtual Co-op members additional guidance and information specific to Virtual Co-op. Please review these materials located on the TEACH website for registered TEACH Members in addition to this handbook
About Virtual Co-op
Virtual Co-op by TEACH is designed to allow members to participate in Co-op classes from the comfort of their homes. Most classes meet live using Google Meet on Tuesday or Wednesday. Co-op members volunteer and provide a variety of classes for kindergarten to 12th-grade students. Classes range from simply for fun, to full science units, full history units, or high school courses for credit. Co-op Members have the option to enroll their children in as many or as few virtual classes as desired.
Virtual Co-op operates on a similar schedule to the in-person co-ops offered by TEACH. Each semester will offer 12-14 classes across a 15-week or 16-week period. One week of classes will not meet for a scheduled fall or spring break. A second unplanned teacher cancelation day will be taken at each teacher’s discretion. The unplanned teacher cancelations allow teachers to care for themselves, their families, or personal matters without removing a planned instructional day from the semester for students.
To participate in Virtual Co-op, members will need access to a Free Google Account and a compatible device. Most computers, tablets, or iPads will work if they have a webcam, microphone, and speaker. A cell phone may work but isn’t recommended due to screen size. Optional but helpful equipment for consideration are comfortable headphones and blue lens glasses for your student.
Most Virtual Co-op classes are taught by parent volunteers who are home educators with students participating in Virtual Co-op. Occasionally, a class will be offered by a guest teacher or community organization. Leadership strives for a variety of core classes and electives and will work with teachers to provide a diversified class schedule when possible. The class subjects offered are determined by the volunteers based on their interest and abilities with the guidance of co-op leadership.
We encourage all parents to volunteer to teach a co-op class, assist with a gather event, volunteer to assist a teacher, or volunteer when opportunities arise. Virtual Co-op is only able to function because of our volunteers. Due to our format, Virtual Co-op does not have a minimum parent volunteer requirement. Co-op leadership reserves the right to establish a volunteer requirement of all members as co-op grows and needs arise.
Co-Op Committee
Each co-op under TEACH is required to have a committee that includes a director or two co-directors and a treasurer. The Virtual Co-op committee includes one director, a treasurer, and a gather events coordinator. The leadership committee must meet at least once per semester. The director must provide quarterly reports to the TEACH Board of Directors.
Director
Oversee daily operations of the TEACH co-op which includes determining fees, setting the calendar and class schedule as well as organizing teachers, volunteers, and curricula as needed
Acquire co-op space for classes meeting in person.
Ensure that all co-op members are informed of co-op policies and procedures, and weekly update items including schedule changes.
Host teacher meetings each semester to ensure teachers are equipped with all the knowledge necessary to facilitate classes.
Act as "go to" for parents when concerns or questions arise around anything related to co-op. The director will defer to the TEACH Board of Directors as necessary.
Purchase all the supplies needed for the co-op to function efficiently.
Coordinator to ensure that adequate classes for each grade level are offered each semester
Appoint a Treasurer, Volunteer and Events Coordinator, and other positions as needed.
Schedule and facilitate co-op committee meetings at least once per semester. The director may call a meeting at any additional time at their discretion.
Complete any additional tasks and responsibilities as outlined in the TEACH Handbook or added by the TEACH Board of Directors.
Co-op Treasurer
Establish a co-op fiscal budget with the director and leadership team. Submit the final budget to the TEACH Treasurer for Board approval.
Submit a quarterly financial report to the TEACH Treasurer.
Purchase class supplies requested by teachers and provide reimbursements for class supplies purchased by teachers.
Maintain the Virtual Co-Op Teachers’ Corner with updated class budgets.
Track co-op registration payments and class supply payments. Contact members with delinquent accounts with payment reminders.
Manage Gather Event payments and purchases.
Perform other duties as outlined in the TEACH Handbook and directed by the TEACH Treasurer, TEACH Board of Directors, or Co-op Director.
Volunteer and Event Coordinator
Coordinate two social events or activities per co-op semester.
Establish an event budget.
Secure the event space on behalf of the co-op.
Create the calendar event for registration.
Coordinate with the co-op treasurer for supply purchases, reimbursements, and membership payments.
Secure volunteers for the events.
Assist director with co-op communications using email, Remind, and social media.
Assist in posting and sending class updates when teachers are absent or a class is canceled.
Assist in monitoring and building Classrooms of new Virtual Co-Op teachers.
Track and monitor attendance.
Virtual Co-op Communications
Co-op will rely primarily on emails sent from the TEACH website to the registered members. However, short updates and reminders are often placed on Facebook and text will be sent using Remind. Upon registering for Virtual Co-op, a welcome email will be sent to families including a link to the Facebook page and instructions on how to join Remind for the semester.
The TEACH calendar contains all activities within TEACH including Virtual Co-Op. Families may also view Virtual Co-op events by using the Virtual Calendar tab nested under the Virtual Co-op page on the TEACH website.
Virtual Co-op Class Styles:
A variety of Virtual Co-op class models are offered to allow teachers and students to have the best learning experience possible. Each class style is summarized below.
One Day Live Instruction- This model fits the majority of the Virtual Co-op class offerings. Live classes meet one day per week on the same designated day and time using Google Meet. Students are expected to join the class using the Google Meet link on the Stream page of Google Classroom. Teachers provide interactive instruction by engaging students, sharing slides, playing videos, reading books, instructing student projects and labs, and other sources. Students follow along with the teacher using the materials provided or requested as at-home supplies. Questions and interaction by the students are encouraged.
Two-Day Live Instruction- This model fits select Virtual Co-op class offerings that benefit from an additional day of study. Two-day live classes meet two days per week on the same designated days and times using Google Meet. Students are expected to join the class using the Google Meet link on the Stream page of Google Classroom. Teachers provide interactive instruction by engaging students, sharing slides, playing videos, reading books, instructing student projects and labs, and other sources. Students follow along with the teacher using the materials provided or requested as at-home supplies. Questions and interaction by the students are encouraged.
One-Day Live Instruction with In-Person Meetings- A few classes on the Virtual Co-op schedule fit this model. The classes using this model benefit from in-person collaboration, additional supervision for the in-person portion, or the use of lab equipment not typically found at home. Classes fitting this model might include science labs, community service projects, debates, group projects, movies, or other activities.
The live class portion of these courses will meet one day per week on the same designated day and time using Google Meet. Students are expected to join the class using the Google Meet link on the Stream page of Google Classroom. Teachers provide interactive instruction by engaging students, sharing slides, playing videos, reading books, instructing student projects and labs, and other sources. Students follow along with the teacher using the materials provided or requested as at-home supplies. Questions and interaction by the students are encouraged.
In-person class meetings will be on the days and times specified in the class description for registration. The location city will be provided in the class description and the exact location will be provided to families registered in the Google Classroom. If you require more information about the location before committing to the class, please contact the Co-op director. In-person class portions count towards attendance and should be attended.
For safety, a parent or guardian of students in kindergarten to eighth grade must remain with their child for the entire in-person class meeting. Two parents or guardians will be asked to assist with the lab and remain in the designated class meeting space. If parents are not assisting or helping, they may wait outside of the designated meeting space as long as the teacher has a phone number and knows where to locate them.
Students in high school level classes may attend in-person class portions without a parent or guardian. However, two class parents or guardians must volunteer to attend the in-person class portions and assist the teacher. The class parents or guardians will be allowed to register for classes before returning members if they volunteer before the start of the semester or the following semester if they volunteer once class selection has opened. If two unrelated parents or guardians do not register as class parents, all parents will be required to register to assist for a minimum of two in-person dates per academic year. If a parent or guardian fails to attend on their designated in-class meeting day, an absence will be given to the student for that class and students will not be able to register for classes with in-person meetings the next semester. In the event of illness or extenuating circumstances, the parent must contact the teacher and the director as soon as possible.
Flex Class-flex classes are a unique style of class allowing students an opportunity to complete the class around their schedule each week. The class does not require a live meeting and utilizes Google Classroom for assignments. Most classes require students to complete an assignment, watch a video lesson, or complete independent work or reading by a designated due date. When the assignment is completed, the student will submit the work for teacher review. Teachers will provide feedback using the Classroom comment section and through grading. Teachers and students may also use the Classroom email options for longer conversations and questions.
About Google Apps, Google Meet, and Google Classroom
Google accounts are free and created when individuals register for a Google account or Gmail address. Families with an existing Google account or Gmail, already have access to Google Meet, Google Classroom, and an entire suite of Google Apps for free. Individuals who do not use Google can create a free account by going to https://www.google.com/account/about/ and following the steps provided.
Parents can create Google accounts for their children or allow their children to use a parent account for class. It is encouraged that students in high school and possibly even middle school have a designated Google Account if they are participating in classes for credit or classes with assignments. This account may be under the parent's control and name as long as the student can access it and use the Drive storage for assignments.
Virtual Co-op strongly encourages students and teachers to use Google Chrome when accessing Classroom and Meet. Google Chrome provides additional options within the Google Apps and allows for ease of use.
Virtual Co-op classes require students to sign into their Google Account and join Meet through the Google Classroom. Meet links are found on the Stream tab of the Classroom when using a computer. If using a tablet or phone the Meet links are shown in Classroom as a video camera and vary based on the device.
Co-op Registration
Co-op registration is published on the TEACH calendar for the fall and spring semesters and will be open for one week. To register follow the link on the TEACH calendar, complete the required information, and pay the membership fee. At the end of one week or on the date specified in the registration event Co-op registration fees must be paid to secure the family membership. Co-op registration is by family and only one family member is required to register for the family unit.
Late registration will be allowed until the drop/add date for the semester provided Co-op family caps have not been met and the classes of interest have open seats. Membership fees are due upon registration. To register after the registration date has closed email [email protected].
Registration after the drop/add date for the semester is not allowed.
All Co-ops require registration for the fall and spring semesters and a family share of Co-op fees to operate, registration fee. Co-op registration is in addition to the main TEACH Membership or membership renewal which is held annually for the academic year.
Virtual Co-op is a separate Co-op within TEACH and is not part of the in-person Co-ops. To participate in virtual Co-op classes, members must complete the registration process for Virtual Co-op. All TEACH members are eligible to register for Virtual Co-op unless the family has been dismissed due to Virtual Co-op attendance issues or by the TEACH Board of Directors.
Classes meeting for the full academic year require families to register for Virtual Co-op for both the fall and spring semesters and pay the Co-op registration fee for both semesters. Registration is required even if the family is not registering for additional classes.
Co-op Class Selection
Virtual Co-op Class Selection takes place on the TEACH website. Before class selection members can view the class offerings, read class descriptions, review required at-home materials, and see class fees. If a class meets in person the dates, city location, and time will be listed under the class description. Parents should read the class description before registering their child. By registering, parents are agreeing to a weekly class commitment, the class fees collected by Co-op, and to obtaining at-home supplies.
Co-op Class Selection will take place on one day, published on the calendar, and announced by email upon joining, for self-registration by members. Members will log into the TEACH account and register for their classes during the designated class time. Tiered class selection is as follows:
Tier one Leadership and Teachers teaching more than two classes.
Tier two teachers teaching one to two classes and co-teachers
Tier three returning members from the previous semester.
Tier four new members and open registration.
Wait-listed students will be accepted if a space opens on a first-to-register basis. The time stamp from the website will be used to determine who registered first. Students will remain on the waiting list until the drop/add date. If a space opens, the wait-listed student will be allowed to take the seat and pay or pass. Please notify the director if it is decided that a student is not interested in a wait-listed class before the drop/add date.
Class Fees Due
Class fees must be paid by the drop/add date. Any classes unpaid after the drop/add date will result in the student being removed from the class and a tier registration drop the next semester.
Add a Class
To add a class after the self-registration window confirm there is an open seat and then email the director at [email protected]. If the seat is available, the student will be added to the class. If a seat is not available, the student will be added to the waitlist upon parent request.
Drop a Class
Class space is limited. Only register for a class if you are certain it works with your schedule and the student will be able to attend the entire semester.
To drop a class before the drop date but after the self-registration window has closed, please email [email protected] before the published drop date for the semester. Only classes dropped before the drop date will receive a refund or have the class fee removed from their account.
To drop a class after the drop date or after classes have started, please email [email protected]. Class fees will not be refunded for classes dropped after the drop/add date. A final drop date at the halfway point of the semester will be posted. Students in good standing with three or fewer absences may drop on or before the final drop date without penalty if a class is not a good fit. Students who have three or more absences requesting to drop on or before the final drop date will still be subject to attendance guidelines. Please communicate your child’s intentions. Do not just stop coming to class.
If a family drops classes on or after the drop/add date or fails to pay by the drop add date for two consecutive semesters, they will be required to enroll during the open class enrollment period the following semester.
Class Minimum Enrollment & Enrollment Caps
Virtual Co-op classes require a minimum enrollment of five students in each class. Some middle school and high school classes may be allowed to meet with four students if the teacher and co-director agree. Should a class not reach the minimum enrollment required, the class will be canceled and class fees refunded.
To create the best learning environment, classes will have a student cap of between eight to twelve students or screens. Caps will be set by the teacher and director after evaluation of the class subject, anticipated class structure, and grade level.
Enrollment caps and minimums will be determined before the class registration and posted in the class description.
Class Fees
Class fees are collected and used to provide teachers with the materials required to teach class, cover Google Workspace costs, provide class supplies to each student, and to cover teacher credits for volunteering to teach.
Classes without a known supply cost will have a class minimum of $3. Except for the funds used for the teacher credit and Google Meet, class minimums will be available to the teacher to purchase class-related supplies for the term of the class.
Classes with a class budget remaining at the end of the class term equal to or greater than $1.01 will be refunded equally to families that completed the course. Families that dropped the course after the drop date or that stopped attending class, will not receive a refund as their refund was forfeited under the class drop policy. Class minimums will not be refunded.
Gather Events
Gather events are planned activities for Virtual Co-op members to come together and build community. Without class changes and lunch times to socialize, this is an opportunity designed to help students meet their classmates face to face. Events vary and include park dates, STEM days, movie days, and more. A small fee may be required to cover supplies and location rentals for Gather Events. Check the Virtual Co-op Calendar for event details and dates.
Families attending Gather Events must abide by the TEACH Code of Conduct.
Co-op Conduct
Attendance
Virtual Co-op follows the attendance policy outlined by the TEACH Handbook found under the Co-op Code of Conduct and is modified for our virtual settings as follows:
Virtual Co-op Meets multiple days each week and therefore attendance will be counted by week. A student absent from virtual classes that meet within the same week will only receive one absence. For example, a student missing all classes on a Tuesday and a Thursday will have one absence recorded.
Cameras must be on for the entire class for students to be counted as present. An absence related to a camera being off will be recorded as a Camera Off (CO) on the attendance form. The following situations are considered an absence related to a camera being off: The camera is off the entire class. The camera is turned off again after being asked to turn it on. The camera is off for more than 15 minutes of the class. Unless the teacher is notified in advance or at the start of class of a camera issue, cameras must be on to be counted as present. If a student has a continued excuse for their camera being off, Virtual Co-op reserves the right to confirm with a parent the student’s camera issues.
A tardy will be assigned for any student joining class more than five minutes late. Three tardies will equal one absence.
Flex Classes do not require a live class. In place of physical attendance, attendance will be determined based on assignments completed. Students who do not complete at least 75% of the assignments for a flex class will receive three absences for the semester.
Mandatory Meetings and supply pickups at the start of each semester are required. Failure to attend will result in one absence for the family.
Extenuating circumstances may allow for an attendance waiver. If a family has a known extenuating circumstance such as a medical-related illness, please reach out to the director of Virtual Co-op for a waiver before the start of the semester or upon membership. If an extenuating circumstance occurs during the co-op semester, please reach out as soon as possible.
Extracurricular activities, clubs, field trips, or other activities are not considered extenuating circumstances and should be planned around Virtual Co-op classes. If these activities are unavoidable, please reserve the three allowed absences.
Absences are counted based on Virtual Co-op classes and do not include absences for other co-ops or activities. Each co-op and TEACH activity will have its own attendance policy and requirements.
Unless arrangements are made with the Co-op Director any student accumulating more than three absences in one semester will have the family bumped down in registration status for the next semester. Two consecutive semesters with attendance issues will result in the family not being eligible to register for the next semester.
For Credit and Graded Classes
For Credit high school classes and graded classes are more rigorous and require homework in addition to the live class. The grade assigned is based on the student's efforts and responses shown on the assignments submitted to teachers. The final grade for the semester should be determined by the student's parent or guardian as their home educator.
Graded classes will receive a mid-term grade and a semester grade. Grades will be released to the student using Classroom.
Students participating in a graded class will not receive a mid-term or semester grade from the co-op teacher if they have a grade below 65 or have not completed at least 75% of the assignments. Instead, an assignment report generated from Classroom will be emailed to parents.
Students who do not receive a grade or who receive a failing grade due to incomplete assignments may only be able to register for future graded classes or classes for credit if there are open seats during the Virtual Co-op’s open registration period.
Class Expectations
Students & Parents agree to:
use Google Meet and Google Classroom to attend class.
turn the camera on and have the student visible on the screen during class. The safety of students is of the utmost importance and cameras help us keep everyone safe. Repeated “Camera Off” incidents may result in student removal from the class. Students may be removed from the virtual class for the day if they do not turn their camera on, are not visible on camera, or are unresponsive. This will be marked by teachers as a Camera Off offense (CO) and counted as an absence. In the event of four Camera Off offenses, a student may be removed from the class for the remainder of the semester.
mute the microphone unless called to speak.
raise their hand or use the virtual raise hand option by pressing it one time and leaving it up to say something.
not use emojis, filters, or backgrounds during class unless instructed by the teacher to do so.
only use chat for class-related conversations following the code of conduct as outlined in the TEACH Handbook.
refrain from other tasks while the class is ongoing.
not attend class while driving. (Students may be passengers.)
come prepared and participate.
ensure the student’s background is appropriate for a Christian Homeschool setting. Backgrounds should not contain images or real firearms, weapons, alcohol, tobacco, or drug paraphilia. Backgrounds should also not include violent or sensual images. Windows, blank walls, videoconference screens, and wholesome family settings should be strived for.
confirm the Google profile image is appropriate for a Christian Homeschool group. When a student’s camera is off and when they send an email, this image is shown. Please refrain from political views and ensure the image does not violate any guidelines in the TEACH Handbook.
verify the name on the Google profile is what your child would like teachers and peers to see. Parent names and nicknames not violating the guidelines established in the TEACH handbook may be used. However, parents should be aware these names are the names shown during the Google Meet session and when an email is sent.
wear appropriate clothing as outlined in the TEACH dress code.
Parents must be present with any child who is unable to abide by the guidelines above. We understand that virtual learning may be a difficult task for younger children and expect teachers and families to work together to create the best possible situation for all participating in the class.
A webcam, microphone, and speakers are required to participate. Most desktop computers, laptop computers, iPads, and tablets are equipped with the technology required. Cell phones may work for class but are not recommended due to the screen size. Optional headphones and blue screen glasses may also be helpful for your student.
A mandatory meeting is required at the start of each semester. Parents must attend.
Drugs, alcohol, tobacco, vape, and weapons are prohibited within the TEACH Handbook. These items are prohibited from being on screen or used while attending Virtual Co-op classes. Violations resulting in these items being used or seen while attending a Co-op class will result in a report being filed with the director and presented to the Board of Directors for disciplinary determination.
Teachers
Virtual Co-op greatly appreciates our volunteers and teachers. To create a consistent and safe learning environment, the following teacher policies and agreements have been established.
Teachers agree to:
host classes using a Google Meet account provided by Co-op or otherwise approved.
accept a designated leadership member as a silent co-teacher in the Classroom. This requirement allows a leadership member to quickly log into your class in an emergency, class cancelation, or other necessary situation. Leadership will not interfere with the class or Classroom settings.
use Google Classroom for students to log into class and if needed to share announcements and assignments
upload videos to Classroom or Slides before sharing them with the class. (No direct links to YouTube or other sites if avoidable.)
use the “End call for all” option at the end of class and confirm all students have left the Google Meet call.
use Google Chrome as their browser for class-related tasks to avoid compatibility issues.
have dependable wifi.
have a laptop, desktop, iPad, or tablet with a webcam, microphone, speakers, and other necessary technology to conduct class.
treat the class as a normal class
be on time, be prepared for class, and be dependable.
teach all scheduled classes for the semester.
meet for the specified duration agreed to on the teacher form. All classes must have a minimum of 30 minutes and a maximum of 60 minutes. It is the teacher's responsibility to fill the class time by addressing the topic of their class. Efforts should be made to keep the class at a consistent and reliable duration for the semester. For example, the class always meets around 40 minutes each week.
Take attendance for the class via the rosters provided.
notify the director in advance or as soon as possible of any schedule changes or class cancellations.
email the families of your class in the event of a canceled class as far in advance as possible.
ensure your background is appropriate for teaching.
wear appropriate clothing.
hold in-person meetings with at least one other non-related TEACH member in attendance, preferably a parent of a student in the class.
provide a mid-term and semester grade if teaching a graded class or for credit high school class.
attend an annual mandatory teacher training to review co-op procedures and policy.
Abide by standard TEACH policies and procedures and the Co-Op Teacher guidelines established in the TEACH Handbook.
Teachers are assigned a Google Workspace account owned by TEACH which includes Google Apps such as Google Meet and Google Classroom. This is the account teachers should use to host class and build their classrooms. Google Workspace Accounts will be assigned to new teachers after the drop/add date for class registration.
Teachers should only use their Google accounts for Virtual Co-op activities. Children of the teacher should utilize a personal Google Account to access their classes and not the account provided by Virtual Co-op.
Every teacher is asked to establish a class budget for class supplies and structure the class to fit within the class budget. Budgets are based on the class size and material needs. Virtual Co-Op will not reimburse teachers over the class budget. It is the teacher’s responsibility to keep expenses within the budget. Reach out to the co-op director or treasurer before purchasing supplies if a supply need exceeds the budget.
Class supplies may be purchased by the teacher or a purchase request may be made to the treasurer. Reimbursement requests require a receipt with only the items purchased for the Co-op class, a store name, the date of purchase, and the total amount paid. The receipt image must be uploaded to the reimbursement form found on the teacher corner. Purchase order requests should be emailed to the treasurer's email found on the teacher corner and allow for additional processing time. supplies required to teach the class and that will be provided to students.
Teacher credits are provided to teachers volunteering to teach if their class meets minimum class requirements. Credits may be used to cover the cost of class fees up to the credit amount for the teacher’s child or children. Teacher credits are awarded after the semester drop/add date in the amount equal to Co-op registration fees for teachers teaching one class. An additional $5 credit may be awarded for teachers teaching two classes and $10 for teachers teaching three or more classes if the budget allows. Additional credits are not guaranteed and will be determined by the director and treasurer based on class enrollment. Teacher Credits are unique to Virtual Co-op based on the inability to require all parents to volunteer. Should a volunteer policy be instituted for all Virtual Co-op Members, teacher credits may be eliminated. Co-teachers or teacher assistants are not eligible for teacher credits unless they are actively teaching and planning 50% of the class.
Teachers missing more than two classes without extenuating circumstances will not be allowed to teach in future semesters. The optional teacher day does not count as an absence.
Teachers who leave Co-op mid semester without extenuating circumstances will not be allowed to teach a Virtual Co-op class in future semesters. Teacher credits will be forfeited and the credit amount will be due by the family. If the teacher credit is not reimbursed by the family, the TEACH Treasurer will be asked to review the family account to be parked, which will prevent the family from registering in other TEACH activities until paid.