SAIL Activity Guidelines
Every SAIL event your family enjoys throughout the year is due to the talents, time, and generosity of your fellow SAIL members. Some members organize and host one-time SAIL events. Other members coordinate ongoing events and may ask fellow participants to rotate hosting the activity throughout the year. Our group is a cooperative one and it is very important that we all respect the efforts of all SAIL member volunteers who provide our families with such generous homeschooling enrichment opportunities.
Whether you are organizing or hosting a SAIL activity for your fellow members or enjoying being a participant, please be familiar with the following general expectations:
Coordinator Responsibilities
- Works with the calendar team to set up the activity on the SAIL calendar.
- Announces the activity on the General Homeschool-Life forum.
- Announces and collects any necessary payments.
- Schedules volunteer hosts or offer an appropriate space for the activity.
- Plans activity agenda, solicits additional volunteers, and notifies participants of any supplies, etc.
- Communicates any changes and/or updates to the activity on Homeschool-Life or via private emails.
- If food is involved, notifies participants to avoid allergy risks.
- Starts and ends the activity on time.
- Leads the activity.
- Reminds participants that the Code of Conduct is in effect, as needed.
- Helps guide appropriate behavior for the designated activity. If there is a concern with a child behavior, the host will discreetly bring it to the parent’s attention. If that does not satisfactorily resolve the issue, then the host has the option of asking the offending family to leave.
- Announces a cancelled activity in a timely manner (via Forums, email, or phone).
- Delegates any of the above to volunteer helpers or hosts.
Host Responsibilities
- Offers an age-appropriate safe space for the activity and, when possible, provides an area for parents/siblings.
- Plans activity agenda, solicits additional volunteers, and notifies participants of any supplies, etc., unless completed by coordinator.
- If food is involved, notifies participants to avoid allergy risks.
- Starts and ends the activity on time.
- Leads the activity (or delegates as needed).
- Reminds participants that the Code of Conduct is in effect, as needed.
- Helps guide appropriate behavior for the designated activity. If there is a concern with a child behavior, the host will discreetly bring it to the parent’s attention. If that does not satisfactorily resolve the issue, then the host has the option of asking the offending family to leave.
- Notifies the activity coordinator if the activity cannot be hosted as scheduled (e.g. in the event of illness), and ensures that the coordinator is aware of and able to act on the change. (Do not leave an email an hour before the event and assume everything is taken care of.)
Member Responsibilities
- Reads the activity description in full to determine if it is appropriate for their child.
- RSVPs by signing up on Calendar (unless otherwise directed by the host or coordinator) and, when applicable, honors SAIL’s Guest Policy.
- Makes any necessary payments by the posted deadline (in the form specified by the host).
- Notifies the host if there are any food allergies or other health concerns (e.g. seizures, Epi-Pen) and inquires about any safety concerns.
- Is aware of SAIL’s Sick Policy and follows its guidelines.
- If unable to attend, cancels their sign-up on the calendar ASAP to free space for Waiting List persons.
- Arrives on time to the activity.
- Reminds child to follow the Code of Conduct as well as the host’s “House Rules”.
- Reminds child to avoid disrupting a host’s event with side conversations, cell phones, etc.
- Supervises child at each activity, unless it is a drop-off event or arrangements have been made with the host and another responsible adult.
- If there is a behavior issue with another child, brings it to the attention of the other parent. If the child continues to misbehave, notifies the host so the behavior can be privately addressed with the parent or guardian.
- Shows respect for other’s property. It is the responsibility of any member to repair or replace any property that they or their children have damaged.
- Helps oversee any clean up, if necessary.
- Leaves the activity (or picks up child) on time.
Before the Event:
- RSVP: Activities are often planned around the number of participants so a true headcount is important. Avoid any last minute cancellations or no shows.
- Prepayments: When signing up for an activity requiring payment ahead of time, please respect the organizer’s time by submitting your payment promptly within the stated timeline and in the manner requested (cash, check payable to, etc). Prepaid events are typically not refundable.
- Age and number of participants: The host has the right to determine the appropriate age range and eligibility for their activity as well as how many children can participate. Do not ask the host to make exceptions for your child; there are valid reasons for their stated limitations.
- Siblings: Consult the calendar entry or ask the activity host about bringing along non-participating siblings. Some homes or event locations are not able to accommodate too many extra guests or may not be safely child-proofed for young siblings.
- Drop-offs: SAIL activities are not “drop off” activities, unless specifically stated by the host. Please get approval from the host if you need another parent to be responsible for your children (even teens) at an activity.
On the Day of the Event:
- Show up: “No shows” negatively affect an activity and can discourage future events. In the case of emergency or illness, call the host and let them know you won’t be attending (emails may be checked too late).
- Be on time: Contact the event’s organizer or host if you are running late or unable to attend last minute. Failing to do so may mean the whole group is waiting or delaying an activity unnecessarily. Field trip groups may be required to arrive early at a location. Please follow the coordinator’s instructions fully since most field trips require the group to enter as a whole.
At the SAIL Event:
Whether at another member’s home or a public venue, all attendees are expected to follow the SAIL Code of Conduct and demonstrate cooperation, courtesy, and respect for all other participants including their peers, other parents, the host, and any guest instructors.- All participants are required to follow any additional rules and guidelines of any facility being used for a SAIL event.
- Please watch your child and make other parents aware if their child is in need of extra guidance. If their parent is not available, respectfully remind the child about the applicable rules.
- If you or your child(ren) damage any property, notify the owner and arrange to repair or replace the property. It’s the right thing to do!
- Make a good impression. Member behavior at public locations will influence the public’s perceptions of homeschoolers as well as the reputation of SAIL Homeschoolers as a group.
- Failure to comply with SAIL’s guidelines may result in the family being asked to leave an activity.