Phoenix Collective Handbook 2024-2025
The Phoenix Collective is a secular homeschooling group that inspires families to explore the world, uncover their passions, build their toolbox, and thrive in community. We envision a community of critically thinking, creative, and curious people flourishing together.
Started by a group of families looking for a community for home-based educators in Lawrence, the Phoenix Collective is a group of all ages children and their primary caregivers. Each week we meet for one Exploration day and one Adventure day to embrace community learning in a wide variety of subjects.
We Value
Community (safety & belonging)
Passion (inner spark, unique interests)
Tools (skills to do purposeful work)
Exposure (to the many ways of being, opportunities in the world)
Collective Responsibilities
The Phoenix Collective as an entity, and its members, respect the many ways there are to be in the world, and the many ways families come to, and practice homeschooling. We invite parents, caregivers, and children to be both active learners and teachers in our environment. All Phoenix Collective events require an adult guardian for each family of children. If the adult guardian member is not available to attend, another adult such as a relative or friend must be responsible for the member children. Each adult can be responsible for no more than two families, their own and one other. All adult guardians are expected to be responsible and available for their children throughout the duration of any Phoenix Collective activities. The collective does not operate as a school, nor are the facilitators or leaders responsible for any of the children present for their activities. Parents are expected to be present and participating during activities to model all ages learning, for any assistance their child may need, and to ensure their child is cooperative and not disrupting any activity. During field trips, adults should be with their children at all times.
Modeling active participation in group sessions helps all children to engage fully. All member children should be in a specific class or club during morning hours, and in either a class, club, or choose-your-own-adventure for afternoon session. Children respond best to respectful, courteous, affectionate, and firm treatment. Rude, cruel, and discourteous behavior is not acceptable by any member. In general, all discipline should be handled by the parent or guardian and any behavioral issues should be addressed between families in a respectful and discreet way. In an emergency another parent may intervene to prevent dangerous or escalating behavior, and the other parent promptly notified. The three rules should be followed by all members, and enforced by all guardians with their children. 1) Respect people and property - Treat others how they would like to be treated. 2) Responsibility - Tidy after yourself, take care of things. 3) Be safe. All members are expected to stay in the appropriate areas at UUCL - entry and kitchen, bathroom hallway, Founder’s Hall (up), basement, and backyard. No children should be in the driveway or front yard. Inform a board member or the activity coordinator of any safety concerns, functional issues, or damage as soon as possible.
The Collective is exclusively administered by volunteers. Every family is responsible for maintaining their assigned responsibilities or finding another family to swap with if they cannot perform the duty on a given day. Participants are expected to take part in setting up at the beginning and/or cleaning up at the close of any activity in which they attend. We also need parents participating in supervising youth who are not currently in classes, this may include outside.
Each family is required to be on a committee. Ideally families are assigned to a committee of their choice. Alternately, parents may be assigned to the administrative board. Committee preference is sent out in late spring for the following school year.
Workshops, clubs, and classes are a great way for families to share their special interests and skills, and encourage a diverse selection of offerings. Each family can decide what they might like to offer - whether it is a one-time workshop, a regularly scheduled class, or a repeating club, and define how it will be structured. The supply fee must be approved by the Board if it is over $5 per participant for a one-time session, or over $10 per participant for a semester-long club or class. *If you cannot make your scheduled offering time, look at the calendar and contact another family to swap with. In an emergency, contact the Director directly.
Phoenix Collective rental agreement ends at 4pm and all supplies and cleaning should be finished by that time.
Membership meetings are designed for members to actively participate in the business of running the collective. Important announcements and new family orientation will take place at these biannual meetings. Committees will also present their current business to the rest of the membership. Childcare will be provided for the membership. Each meeting should be less than two hours.
Admission
Admission to Phoenix Collective is on a first-come, first-served basis. However, there is an early enrollment period for returning families. During the early-enrollment period, priority is given to previously-enrolled families. After that deadline passes, any applicants on the waitlist will be enrolled. Remaining spots will be given to new applications on a first-come, first-served basis. Note that spots will not be held past the early-enrollment deadline. After the early-enrollment period, returning families will go in the queue of new applications in the order they are received.
Two Week Trial
New families are required to attend Phoenix Collective events during a two-week trial period. At the end of this trial period, families can decide whether to enroll. After the two week trial period ends, families must pay the registration fee and fill out all forms before attending any Explorations or Adventures. Families enrolled the previous school year are not eligible for a trial.
Registration Forms
Registration forms are due each semester on the date advertised by the Programing Committee. The Programing Committee will make these dates known to the collective members. All registration forms must be filled out in order to attend Explorations or Adventures.
Fees
Semester fees will be due upon the date set each semester by the Finance Committee. The Finance Committee will make these dates known to the collective members. Payment arrangements are accepted and negotiated on an individual basis.
All fees must be paid or payment arrangements must be in good standing in order to attend Explorations or Adventures.
Community Expectations
Members must be able to agree with and abide by all requirements of the Collective. Each member in this community plays a vital role in the success of our educational experience. As a collective we rely on parent volunteers to provide all the Phoenix Collective Services. In addition to registration and fees, all members are required to volunteer in the following ways:
Join a Committee: Programming, Finance, Administration, Community, or Youth Council. Members list their preferences on the Registration Form and the Coordinating Council assigns positions. Positions have a variety of time commitment and all time commitment needs can be accommodated.
Volunteer for Tuesday Caregiver Participation Days. Each family chooses 2 days for Fall Semester and 4 days for Spring Semester. The Community Committee will organize and advertise participation Tuesday Caregiver Participation Days through Signup Genius.
Use Slack. All Phoenix Collective communications are in the Slack App so we require members to have access to Slack and to engage with it. The Administration Committee provides support to help members learn the platform and troubleshoot issues.
Families with Shared Custody
All custodial parents must agree to and sign the registration form and waiver. In the event of a custodial dispute related to Phoenix Collective, the parents must resolve their issues and present a written document of the resolution with both parents' signatures to the Board in order for their children to continue participation in the Collective.
Leaving the Collective
Families may discontinue their involvement with the Collective at their discretion. Semester fees will not be refunded in this event.
Revocation or Non-Renewal of Membership
The Collective may revoke or refuse to renew a family’s membership if the Community Expectations as stated above are not being met or if community standards and values are being disregarded. The following process will be initiated if revocation or non renewal are discussed:
Any member may bring up the discussion of revocation or non-renewal at a Board meeting. The Board will appoint one Board member to talk with the family of concern.
The appointed Board member will arrange an in person meeting with the family of concern to discuss the issues.
The family will be offered a one month trial to address the issues if they wish to stay enrolled.
After the one month trial the concern will be assessed by the Board.
If the concern has not been resolved then the Board will decide to officially revoke the membership of the family of concern at that time or to not renew their membership at the end of the semester.
Refunds of enrollment fees in the event of revocation will be at the Board’s discretion. In the event of non-renewal no refund will be given as the member will be allowed to finish the semester. Revocation or non-renewal excludes future enrollment.
The Phoenix Collective values personal growth, open hearted, non-violent communication, consensus building, and supporting each other through challenging times. It is not our intention as a collective to sit in judgment over each other or to police the behavior of members. We believe that in most cases, disputes, disagreements and concerns between members can be resolved with clear, direct communication and caring intention. We hope that in most cases our willingness to engage with each other in supportive ways will prevent the need for revocation or non renewal.
Financial Policy
The Director and Treasurer have access to checks and debit card for outgoing expenses, and the Director, Treasurer, and Secretary have deposit access. If the Treasurer is unable to write a check or use the debit card for an expense, the Director may do it. If the Treasurer is unable to make a deposit, the Director or Secretary may do it. The Board will review and approve expenditures. The Treasurer will provide an oral and written report at each Board meeting, as well as a brief report during all member meetings, and highlight any major trends or changes.
All reimbursement requests must be pre-approved by the Treasurer and/or Board. All families who request reimbursement for supplies or expenses must submit the receipt and reimbursement form to the Treasurer within 30 days of the expense. Supply fee should be no more than $10 per participant for a semester-long class, or $5 per participant for a single session without prior Board approval.
Health Regulations
The following regulations are required in order to safeguard the health of the entire group of children, including your own.
Children should not attend Collective events when they exhibit any signs of illness, including:
a temperature exceeding 100° F
vomiting or diarrhea within the past 24 hours
a contagious virus such as pink eye
listlessness, irritability, unusual fatigue
In the event that your child is exposed to a communicable disease, such as chickenpox, diphtheria, German measles, mumps, polio, whooping cough, strep, pinworms, ringworm, or impetigo, please inform the Director so that incubation and isolation dates may be verified and the health needs of all the children protected.
There may be member families with members who have severe and life-threatening food allergies to common food allergens, such as peanuts, tree nuts, eggs, and shellfish, in addition to other less common food allergens, such as coconut, sunflower seeds, legumes, chocolate, etc. All parents are encouraged to discuss the existence of food allergies with their children. Phoenix Collective meetings are not drop off events. Parents are expected to supervise children while attending events or arrange for a guardian. We urge families to supervise children with food and clearly label all ingredients and brands in any shared food item/s so families can make the safest decisions for themselves.
Best practices to keep all kids safe include: (1) teaching your children not to share food and drinks with others without permission from a parent; (2) cleaning your eating area when finished; and (3) practicing good hygiene, including hand washing before AND after meals.
Parent/Parent/Board Relationship
The success of Phoenix Collective as an organization depends on mutual trust and goodwill among its members. All parents are expected to treat each other with civility and respect. Behavior which interferes with the duties of the Board or committees, or which conflicts with the cooperative spirit of the group as a whole, is not condoned and should not be accepted.
When a parent has a concern over their relationship with another parent or the collective, they should voice their concern to the appropriate member of the Administrative Board or directly to the Director, so it can be presented and dealt with at the monthly Board meeting. At the discretion of the Board and the concerned parent, the matter may be brought before the collective at the following general membership meeting.
To facilitate effective decision making, except in case of emergency, parents wishing items discussed at a semester’s general membership meeting should present said item to the Board prior to its meeting the preceding month.
A family with a complaint regarding a matter associated with Phoenix Collective is encouraged to begin with an informal process. This means discussing the matter with the family or board facilitator of the committee where the issue originated and only escalating it to the board for discussion if not resolved. In most cases, complaints can be resolved through this informal process.
If still unresolved, you may wish to fill out a member feedback form.
Board
The business of Phoenix Collective is managed by a volunteer Board of Directors, composed of at least three Officers (commonly referred to as Board Members). The Board is responsible for maintaining the overall policy and direction of the organization. The Board has the authority and is responsible for all services, programs, classes and all other activities of Phoenix Collective and for the complete functioning of and implementation of the policies established by the Board of Directors.
The Board may have up to five Board Members. All Board Members serve up to three-year terms. At the end of a three-year term, Board Members take a minimum of a one-year break before re-applying to serve on the Board. In special circumstances, the Board reserves the right to vote to adjust terms as needed.
Board Members apply and are elected by the current Board.
To apply for a Board member position, you must meet the following qualifications:
● Current adult home educator committed to home education
● Good standing in Phoenix Collective for at least one year in the year prior to applying to be a Board member
● Have taken an active role in Phoenix Collective (preferably as a volunteer) for at least one year in the year prior to applying to be a Board member
● Available at least 2-3 hours per week (more when organizing special activities) for Board responsibilities, in addition to bi-monthly Board meetings
● Awareness of Phoenix Collective activities and a willingness to be a regular participant
● Computer literate and willing to participate in Phoenix Collective communication mediums (i.e., email, Slack, etc.).
● Youngest child no more than 15 years of age at the beginning of the academic year in the year the member is applying to serve.
To learn more about being a Board member, please contact the Secretary for the job description.
Emergency Policy
Each facility shall have on file at the facility written notarized permission of the parent, guardian, or legal custodian for emergency medical treatment on a form which meets the requirements of the hospital or clinic where emergency care will be given.
Please make sure that your family is aware of what to do in case of an emergency while at Phoenix Collective.
Emergency Procedures
Evacuation
In the event of an emergency (fire, gas leak, etc.) that requires building evacuation, an “EVACUATE” notification will be announced. Ultimately, it is each individual’s responsibility to make sure they get to where they are supposed to be; to assure this happens in an orderly manner, the following procedures are to be followed during gatherings:
The instructor or facilitator will lead their class as a group through the nearest outside exit, to the grass near the parking lot staying away from emergency vehicles. They will keep their class together as one group.
Any student not in class (i.e. in the restroom, etc.) will head to the meeting place and join up with their guardian.
Hall monitors should check the restrooms on their way out.
All adults not in a class should head directly to the meeting place; do not search the building for your children before exiting.
Once at the meeting place, the facilitator will take attendance to see if anyone from the class is missing. If someone is missing, the facilitator will let a board member know.
The board members will make sure each class is accounted for and will communicate with the facility supervisor to find out when we can re-enter the building or if we should disburse.
If we are to disburse, parents should check their students out through the facilitator for each class and then leave. Facilitators should check each student off as they leave with their parent. Facilitators should have a designated friend pick up their children and bring their children to them.
Lockdown
In the event of an emergency (tornado, chemical hazard, etc.) that requires a building lockdown, a “SHELTER IN PLACE” notification will be announced. The facilitator or instructor will lead all students to the basement and close the doors. All adults will proceed to the basement. Do not open the door until you receive a notification, “ALL CLEAR.” The instructor and facilitator are completely in charge. Do not search the building for your children.
Handbook Modifications
This handbook may be modified at any time at the discretion of the Board. If the handbook is modified, notice will be given to all collective participants. Any member who would like to request a modification can do so in writing. Requests will be considered at a subsequent board meeting, or a special Administration Committee meeting.
2024/2025 Board and Committee Heads
The Board, or Coordinating Council, as a whole is responsible for aligning the Collective with our Mission and Values. Each board member also heads one committee, coordinating volunteers from the Collective for that committee, and ensuring the responsibilities for their committee are fulfilled. All board members can be contacted through Slack.
Director and Programming Committee Facilitator: Lydia Leon
Treasurer and Finance Committee Facilitator: Trisha Slough
Community Committee Facilitator: Lilly Mason
Administrator and Administration Committee Facilitator: Lauren Parr
Youth Development Committee Facilitator: Amanda Painter-Ingham