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SCHEF Operating Policies

Slidell Christian Home Educator Fellowship

(SCHEF)

OPERATING POLICIES

 

Changes to the SCHEF Operating Polices

Changes to the SCHEF Operating Policies, if deemed necessary can be made by the current SCHEF Board of Directors. Changes must be made at a Board Meeting where a 3/5 vote is concluded.

SCHEF Members may present suggestions by email to any one of the five board members to be presented at the board meeting following. 

 

SCHEF is a cooperative non profit made up of families who join each year.  Its success is dependent on family cooperation (volunteering).  All board members, team leaders, and chaperones are parents who are volunteering their time, talent, and resources.  If your family joins SCHEF, you are stating that you will give of your time to make SCHEF a success for you and your children.  SCHEF is not a school or drop off activity program, it is a cooperative venture of member families.  By signing up,  each family is agreeing with the Constitution/Bylaws, these operating policies, and committing to volunteer for the year.  Any family that violates these policies will be brought to the board for potential removal from SCHEF.

 

SCHEF Dress Code Policy 

The following dress code is for ALL SCHEF MEMBERS participating in any SCHEF function. As a Christian organization, we have the responsibility to set a Godly example as well as an opportunity to be a  “light unto the world” in both conduct and dress. 

Please keep in mind the following guidelines as you prepare yourself and your children to participate in any SCHEF activity. 

  • Modesty Our clothing should be modest. This means that our body parts are not emphasized or exposed and our dress does not draw attention to our bodies. 
  • Activity Appropriate On field trips, we should dress as would be appropriate for a school group: slacks/shirts for boys, and slacks/skirts & shirts for girls. If appropriate, modest, mid-thigh or longer shorts as well as loose fitting pants and/or jeans may be worn. 
  • For P.E. or other sports activities, modest, (mid-thigh or longer shorts) and short - sleeved T-shirts (loose-fitting) are acceptable. (Have your child bend or stoop down and tie his/her shoe. Have your child stand up straight and reach for the ceiling. If you are seeing more than you want to in these postures, then so are others.) Some girls and women feel led by the Lord to wear skirts. During P.E., shorts that meet the above specifications must be worn under skirts or dresses in order to participate. For your safety NO JEWELRY (earrings, watches, bracelets, necklaces, chains, rings, etc.) 
  • Christ Honoring The message or logos/picture on shirts should be Godly and not worldly. If you are not sure about a particular choice, ask yourself this question: “Would I be embarrassed if Christ came to this activity and met me wearing it?” If you are not sure about an item of clothing, it is usually best to choose something different. If a student or parent comes to an activity inappropriately dressed, the activity leader will ask them to leave until they can return to the activity appropriately dressed. 

 

SCHEF Activity Policy 

  • All SCHEF related activities must be led and supervised by parents.             

  • All SCHEF activities must be initially approved by the SCHEF Board of Directors.   All activities, presentations, and materials  must align with the SCHEF policies.

Student Supervision Policy 

Discussion: There are several reasons why SCHEF has a policy covering the supervision of students for all SCHEF functions. Among them are: 

  • All SCHEF functions are educational in some form and as the parents are the teachers, they should be there to both help and monitor their child’s education. 

  • Parental participation in all events is critical to their success. 

  •  SCHEF functions are not a service, no one is getting paid to organize or conduct the events. Again, they are educational activities, and as such, the teachers (parents) should be present. 

  • In the event of an accident, a Legal Guardian capable of authorizing medical treatment will be immediately available for the child’s care. 

  • If SCHEF allows student attendance without parental (or Legal Guardian) supervision, it is inherently accepting responsibility for those students and may be liable in the event of an accident or other unforeseen mishap. 

  • As Parents and teachers ourselves, it is recognized that there are times when unforeseen things happen that would prevent a parent (or Legal Guardian) from attending a function. Thus a notarized statement from the parent (or Legal Guardian) stating a particular person(s) has legal custody of your child (or children) is acceptable. However, please note that this is allowed as the exception and not intended to be an "out" for routinely not attending functions. Again, see the reasons above for why SCHEF has functions. 

Policy: All children must be accompanied by a parent or legal guardian at all SCHEF events and/or functions. 

NOTE: In the state of Louisiana grandparents, older siblings, aunts, uncles, mother's- in-laws, etc. are NOT recognized as Legal Guardians automatically. 

SCHEF Activity Payment Policy 

Purpose: To provide the maximum flexibility to the members in the event of unforeseen changes, without placing a financial burden on SCHEF. 

  • All funds for any SCHEF event shall be collected by the activity coordinator, recorded in the order received and given to the treasurer prior to the commencement of the event. 

  • All checks are to be made payable to SCHEF. 

  • Activities requiring pre-payment shall have a clearly established payment/cancellation deadline that precedes the date a monetary commitment for that activity must be made. 

    • Anyone who has not canceled with the activity coordinator by the deadline will only be granted a refund if the activity is agreeable to refund that money. 

    • If more people desire refunds than can be given due to minimum attendance requirements, refunds will be given in order that the activity coordinator receives the requests until the minimum attendance number is reached. 

  • If there is no financial burden to SCHEF for someone requesting a refund, a refund will be given. 

Guest membership policy 

Purpose: To permit visiting homeschooling families to participate in SCHEF activities with a sponsoring SCHEF family. 

  • The guest must be sponsored by a SCHEF member in good standing. 

  • The guest must be willing to sign an application form including the statement of faith, liability release form, and pay the activity fee. Guests must be willing to abide by SCHEF by-laws and policies governing the activities and participant’s conduct. 

  • Participation in any activity is contingent upon approval by the activity leader based upon space availability, with a preference given to regular members. 

  • A visiting family is permitted to be a guest member only once per academic year. 

  • Sponsorship of only one guest family at a time is permitted by a SCHEF regular member family. 

Field trip policy 

Purpose: To provide opportunities for SCHEF students to participate in a variety of group experiences that may not be practical as individual families. 

  • Reservations must be made and /or paid for before the established deadline. 

  • Cancellations: Inform the activity coordinator immediately. (There may be a waiting list.) Refunds for cancellations made after the deadline will be governed by the SCHEF payment policy. 

  • Punctuality: Activities will begin on time. Be at least 10 minutes early for every field trip. 

  • Appearance: Dress should follow SCHEF Dress code on page 1. 

  • Age Appropriateness: Only bring children within the age groups specified in the communication for each field trip. 

  • All field trips are to be approved by the SCHEF Academics Board member. 

  • Students Supervision Policy on page 2 applies. 

Physical Education and Field Day Programs 

Purpose: To provide opportunities for SCHEF students to learn about stewardship of their bodies through sports and physical activities. To assist parents by providing opportunities to develop motor skills, teamwork, and sportsmanship. 

  • Activity fee must be paid. 

  • Children not participating in the activities must be supervised by their parents and kept off the field of play or court. 

  • Appearance: SCHEF dress code is to be followed. (Page 1) 

  • Schedule of activities and sports will be published in the SCHEF Newsletter. 

  • P.E., Field Day activities and team sports will occur only if adequate parental participation is achieved. 

  • Equipment: The P.E. Coordinator is responsible for the equipment for each sponsored activity. Equipment may only be used at SCHEF sponsored activities. An inventory listing of equipment is to be maintained by the coordinators of the responsible Board member. Additional equipment will be purchased with the dedicated activity fees as needed with approval of the Board. 

 

Graduation Policy for Kindergarten, 8th Grade and High School 

Purpose: To work in cooperation with parents of graduates to provide graduation ceremonies for Kindergarten, 8th grade and Senior High School. 

  • For senior graduates,  a letter of intent to participate in graduation must be submitted to SCHEF Academics Coordinator by September 30 of the academic year for spring graduation. Consideration will be given only to newcomers to the area after that date. The purpose of the letter of intent is to provide a basis for parents of graduating students to begin planning and coordinating for the graduation ceremony.  Eighth grade and kindergarten promotion ceremonies can be done in conjunction with senior graduation or planned separately.  This decision should be made by the board with leaders/volunteers drawn from parents of those in each grade if done separately from senior graduation.  If done in conjunction with senior graduation, the senior parent team and graduation leader are responsible for incorporating the ceremonies but may recruit help for setup from other parents of the respective grades.

  • Graduations are held in May or early June. The date must be approved by the SCHEF Academics Coordinator and placed on the SCHEF master calendar to avoid conflicts with other SCHEF graduations and activities. 

  • Parents are responsible for planning and funding graduation ceremonies. A graduation planning committee comprised of any parents wishing to assist in planning and carrying out the graduation ceremony should be established in the late fall or early spring. A coordinator with leadership ability and good people skills is designated by the SCHEF Board of Directors, but not expected to do all the work. The workload should be shared by every parent whose child is involved in the graduation. Planning for high school graduation should begin in late fall to facilitate the ordering of caps and gowns and announcements.  During the 1st meeting the graduation team is to create and publish future meeting times and purpose of meetings.

  • All planning and meetings should reflect SCHEF values, be Christ-like, and cooperative.  It should be a group effort with celebratory intent as this is a major milestone for the graduate and family as well as the culmination of years of work by both.  Any differences of opinion should be handled according to the same.  Any unresolved differences that could affect a unified graduation celebration are required to be brought to the board for resolution in a timely manner.  Board decisions are final and binding.

  • The graduation planning committee is responsible for setting a date and time for the commencement and securing a facility. 

  • All families should share equally in the cost of the graduation ceremony. The graduation planning committee is responsible for securing funds from participating families to cover any expenses incurred for the graduation ceremony. These funds should be deposited with the SCHEF treasurer and withdrawn as needed. (See SCHEF Activity Payment Policy) 

  • The graduation planning committee is responsible for setting the dress code for the graduates in adherence to the SCHEF Dress Code Policy as stated in the SCHEF handbook. 

  • SCHEF will publicize graduations via the website.   The graduation planning committee is responsible for any programs or invitations, but may use the SCHEF name and logo. 

  • Acceptance of the letter of intent by SCHEF does not constitute validation or endorsement that the student has met the requirements for graduation. Parents are responsible for ensuring that their students have met the state’s requirements prior to graduation. 

Addendum added by SCHEF Board (2020/21)

  • All SCHEF graduations, (Kindergarten, 8th grade, and High School) will be Christ-centered.

  • All pictures and music used in the graduations must meet the SCHEF code of ethics and must be approved by the SCHEF Board.

  • Parents or guardians will always be the ones to give their child his/her diploma. If the student wants another significant person to do the honor, then that is up to that student’s parents.

  • Parents may speak or bless their graduate in 45 seconds or less.

  • Graduates will wear Dress Clothes under their cap and gown.  If ladies wear a dress, it should be no shorter than right above the knee and dress shoes. Men will wear dress pants, dress shirt, tie, and dress shoes. (No jeans, flip-flops, tennis shoes) 

  • Caps and gowns will always be Navy Blue. Graduates may choose their own color tassels (or whatever color stoles that the group has voted on).

  • Honor cords will be optional for students.

Guidelines For SCHEF Web Site 

SCHEF maintains a website (www.schef.org) for the purpose of communicating, not only to SCHEF members, but also to the public at large. The web site is primarily intended to be a resource for SCHEF members to stay abreast of past, current and planned SCHEF activities and events, as well as a resource for information we may need while on our homeschooling adventure. The web site is also a source of information for potential homeschooling families, for anyone to get information about home schooling in the Slidell area, or for homeschooling in general. The SCHEF web site is under the functional responsibility of the Secretary.

Any requests for new web pages or additions to the web site should be submitted to the Secretary. The Secretary will maintain a page of web links to other web sites that may be of interest to member families or home schooling in general. Recommendations for links to be included may be made to the Secretary and must be approved by the Board. 

Membership Scholarship Policy 

Purpose: The purpose of this policy is to establish guidelines and procedures for awarding membership scholarships within SCHEF. 

Policy: In accordance with our mission and purpose, SCHEF does not want to exclude potential member families due to financial hardship or similar circumstances that may influence their ability to participate in, contribute to and be ministered to by SCHEF, both as an organization and as individual members. Therefore, SCHEF will make available, on a case-by-case basis, scholarships for general membership and inclusion in various SCHEF-sponsored activities. 

  • The SCHEF Board must approve all scholarships. 

  • Scholarships will be limited to waiving certain participation fees, such as Annual Membership, Co-Op

  • Registration fees and Physical Education Fees, but shall not include admission or reimbursement fees paid to entities outside of SCHEF, such field trips.

  • Specific amounts and types of scholarships awarded will be determined at the time of consideration. 

Procedures: 

  • A request for consideration must be submitted to a SCHEF Board Member. 

  • Any active SCHEF member may submit a family for scholarship consideration. The request should be in writing and include the circumstances surrounding the need, and may include a recommendation for the type and amount of the scholarship, i.e., membership dues, co-op registration fees, etc. Requests may also be submitted via e-mail. 

  • The Board will review all requests for consideration, using the guidelines listed below. Reviews will be finalized during a regular board meeting; however, preliminary discussions and determinations may be accomplished through e- mail. 

  • The Board will document the results of the scholarship review in the minutes of a board meeting. Due to the potentially sensitive and personal nature of the circumstances and the scholarship in general, details of the discussion will not be included. The minutes should document the family name and the type and amount of the scholarship, as applicable.

  • The board will contact the family concerned, if a scholarship is awarded. This may be accomplished either by the sponsoring board member or the President. 

Guidelines: The SCHEF Board will prayerfully consider, at a minimum, the following items in determination of a scholarship award. 

  • Need and Circumstances. 

  • Past activity and contribution to SCHEF and member families. 

  • Financial impact to SCHEF of awarding the scholarship. 

SCHEF Funds Disbursement Policy 

Purpose: To provide guidance and control over the disbursement of funds from SCHEF accounts. 

1. All SCHEF operating funds shall be disbursed by the Treasurer or authorized alternate board member. Only board members and/or spouses as designated by the Board and authorized on the signature card on file with the bank will sign checks. 

2. All SCHEF expenditures will be authorized by the Board member(s) responsible for oversight in the area of expense. The appropriate Board member will normally approve expenditures and commitment of SCHEF funds in advance. 

3. Payments for authorized expenditures. 

  •  Payments will normally be made directly to the individual or business that is providing the goods or services to SCHEF. When direct payment is not feasible, members may be authorized by the responsible Board member or activity coordinator to pay for the goods and/or services and be reimbursed by SCHEF. 

  • When possible, activity coordinators will present price quotes to the Treasurer, who will provide a check for the requested amount, made out to the business or individual. 

  • If price quotes are not available, the activity coordinator will request that SCHEF be invoiced or billed for the goods/services, in which case, the Treasurer will prepare a check for the invoiced amount. 

  • If the business/individual is not able or willing to invoice SCHEF, and the activity coordinator is willing, they may pay for the goods/services and seek reimbursement from SCHEF. The activity coordinator is responsible for ensuring that the responsible Board member has authorized the expense prior to using his/her own funds for payments. Merely paying for goods/services in the name of SCHEF will not be grounds for authorizing reimbursement after the fact. 

  • Due to possible delays in obtaining reimbursements, members should not pay for goods or services without having adequate funds available to cover the expenses. We do not desire that members should expose themselves to financial hardship or negatively impact the member’s or SCHEF’s witness in the interest of SCHEF activities. 

4. Procedures for reimbursement. 

  • When an activity coordinator has used their own funds to pay for authorized expenses in SCHEF’s name, they will be reimbursed by SCHEF. Reimbursement will normally be from the Treasurer. 

  • The activity coordinator will provide the Treasurer with a detailed receipt of the expense, showing the date paid, goods or services received and the purpose of the expense. If the expense has not been approved in advance by the responsible Board member and coordinated with the Treasurer, the responsible Board member must sign the receipt, indicating approval. 

  • Receipts should be presented to the Treasurer within two weeks of the expense and/or activity, unless previously coordinated with the Treasurer. This is to ensure timely reimbursements to SCHEF members and updating of SCHEF financial records. 


 

SCHEF FUNDRAISING 

Purpose: To raise money to fund SCHEF Activities, the Scholarship Fund, and Operating Expenses. 

All potential fundraisers, whether they be SCHEF wide, for a club, or for an event/activity, should be presented to the SCHEF board for approval at a regularly scheduled board meeting.  The request, with all details concerning the fundraiser, should be made in writing (email is fine) one week before a board meeting to be added to the agenda.

 

SCHEF ACADEMICS PROGRAM - Co-op 

Purpose: The purpose of the SCHEF Co-op is to provide members with a variety of core academic and elective classes. Co-op does not only provide curriculum support and organization, but also gives students a sense of community among his/her peers. While these classes are meant to supplement the students’ at home learning, many of them will provide the groundwork for the school year. 

Policy: The SCHEF Co-Op is reserved for SCHEF members only. 

Co-Op meets for approximately 16 weeks during the Fall and 16 weeks during the Spring. Class sizes are limited. 

The cost of Co-Op is set annually by the SCHEF board before registration, plus the cost of each class. Class payments are made directly to the teacher.   The contract with each teacher is between the parents and the teacher.  SCHEF Co-op facilitates the process and helps provide a proper environment but does not employ teachers nor serve as a school.  Parents are ultimately responsible for each child’s education in a homeschool environment and the decision to partner with a teacher within SCHEF is a voluntary agreement to help augment their commitment to educate their children.  SCHEF co-op teachers are required to meet all requirements outlined in this document, agree to the statement of faith, and have an updated background check which includes potential violent offenses or conduct with children - which would exempt them from participating at SCHEF in any capacity.

Emphasis and priority are given to high school classes due to their difficulty and requirements.  When possible, co-op will also offer classes for elementary aged children.  Parental participation is required in some capacity for these classes.  No elementary children may attend co-op without parental participation and presence onsite. 

All students are required to abide by the policies outlined in this document, the constitution/bylaws, classroom rules set by the teachers, and any written, board approved co-op policies laid out by the academic advisor at the beginning of the school year.  Behavior that causes disruption, disrespect of a teacher/volunteer/another student, cheating, or a refusal to follow clear guidelines for the site and classes, if not corrected by the student, will result in a parent being asked to pick up the student, who may not return until approval by the academic coordinator and teacher after a meeting that includes the coordinator, teacher/volunteer, parent, and student.  Any violation of these policies will be handled according to the Biblically outlined conflict resolution process in the SCHEF guiding documents.  Grace and love for the student will be the foundation of leaders' efforts to resolve any issue but will be balanced with what is best for classes and all students.  If the disruption or behavior continues, the student will be removed from all co-op classes by the board with readmission only available through the same process.

Classes offered at SCHEF are a year long/2 semester commitment unless it is stated otherwise in the class description. This means that tuition is paid bi-annually, once in the fall and once in the spring. Should a class need to be dropped mid year, the parent is still responsible for the yearly tuition.

 

Clubs and Teams

All clubs and teams must have be approved by the SCHEF board at a regularly scheduled board meeting and must meet all requirements outlined in the SCHEF guiding documents.  

All activities should be guided by the requirements outlined in the SCHEF guiding documents.

All Teams and clubs must have parent involvement and accountability.  

All funds collected and spent should be processed through the SCHEF treasurer in a timely manner.  No checks or cash should be held for over two weeks before depositing.   All money should be counted with two individuals present, one of which should be a participating parent or leader.  An itemized account containing total checks, bills and overall total should accompany the deposit given to the SCHEF treasurer.  There are no exceptions to this rule except for money kept for making change at sales events  The amount of the change kept should be notated on each breakdown given to the treasurer.  Any registration requiring payment through the website should be coordinated in advance with the board responsible for the website and the treasurer.  All payments utilizing the website should cover any fees associated with processing.  

 

The board reserves the right to shut down any team or club that violates SCHEF policy.