You officially learned how to start a homeschool group as a non-profit organization. Or at least you have the tools and knowledge to know where to begin. Now it is time to put procedures in place, so the functioning of the homeschool group is smooth. Or at least as smooth as possible while you figure things out.
Yes, you are going to have an idea of how you want your homeschool group to operate, and you will put those policies in place. But as you get into it, you will find that there are things you couldn’t foresee or a better way to manage it, and then you will change it. And that’s ok. Make these procedures easy enough to implement and flexible enough to change.
Some of the links in this post are affiliate links. If you purchase using one of these links, I make a small commission at no additional cost to you. This helps me keeps things free for you, and who doesn’t love free stuff. For more information, see my disclosures.
A few things to know. While I’ve been on a number of non-profit boards and been a founding member. I am not an accountant or a lawyer. Therefore, the information contained does not constitute legal advice.
The information provided in this workbook is designed for educational purposes only. I want to pass along information that I’ve learned, so you can research the best options for your co-op and get an idea of where to look for more information.
Create Policies and Procedures for Your Homeschool Group
When you are first learning how to start a homeschool group, it is essential to create policies and procedures. These are going to clarify expectations, help everyone understand the process, and keep all your families on the same page.
If everyone knows the process for things, then your homeschool group is going to run smoothly.
Here are somethings to get started.
1. Communication
How will you convey initial information, and how are you communicating with your homeschool group?
To convey the initial information, you will need a website. This is essential. You can purchase your domain and hosting through places like Bluehost and use Divi from Elegant Themes to design. The benefit of this method is that you own your website. Or you can use a free website from a place like Wixsite. The downside is you don’t own the website, and it makes it more difficult for families to find you with a search.
How are you going to communicate with your families? Will it be through email, text message, or a group app? Pick one method and stick with it. You don’t want to keep trying different methods of communication because that will end up frustrating everyone and information will be missed.
Email is probably the easiest method to use. But ask your families what they would prefer.
The most important part of communication is that everyone knows how you will be communicating.
2. Who are you going to accept
Are you open to everyone or will you be a faith-based co-op? Will you accept students who are using a public school program? There are some school districts that offer a homeschool option through them, but they are still classified as public schoolers and not homeschoolers.
Is there anything else you need to consider? Check with other co-ops to understand some of the situations they had to address for their homeschool co-op.
This needs to be decided ahead of time, in order to avoid any uncomfortable situations. If you are clear, then you eliminate any uncertainty.
3. Will you run background checks
This needs to be determined before you even start. Since you are creating a program for kids, you will want to run background checks on all the adults participating. This may also be a requirement for your insurance coverage.
HSLDA offers guidance on background check policies.
4. Create a handbook
A handbook is necessary for a homeschool co-op. It will communicate your processes, guidelines, and help you to handle difficult situations.
While you want your handbook to convey your guidelines for you how you run your co-op and your expectations for those participating. You don’t want it to be a 60-page tome.
Here are some things to consider as you pull it together.
General Policies
Attendance, sick children, background checks, building care, class information, dress code, electronic policy, communication, fees, guests, lost and found, severe weather, and anything else that pertains to your specific homeschool group.
Responsibilities During Co-op
Board, admin team, co-op jobs, parent roles, and teachers.
Classroom Policies
Nursery specific, preschool through high school: bathroom policies, expectations, behavior standards, code of conduct, standards for relationships, safety and emergency guidelines.
Teacher Policies
Accountability, terms of agreement, ethics, grievance, honor code, selection, registration process.
Family Policies
Confidentiality agreement, directory information, beginning semester meeting, parent responsibilities, record keeping, sexual misconduct policy, substance abuse policy, weapons policy.
Building Evacuation Procedures
Lockdown/shelter in place
Fire Evacuation
This list is just a general idea. The building that you are meeting at may have certain policies as well, so check with your host to understand their requirements. If it is a church, they may already have classroom policies in place that they want you to follow. They will also have procedures for building evacuation and shelter in place.
Following the policies of your host may be part of your agreement to use the building. So start there and build.
5. Insurance
Every homeschool group is different, but there is a common thread of hosting events, activities, and meetings. All these come with a measure of legal liability. Insurance is going to keep your organization protected financially.
Typically, you will want to have liability insurance. This provides a safety net when something goes wrong, someone gets hurt, blames you, or sues you. The cost of liability insurance, in my experience, depends on the number of people involved. Every group is unique and will need to discuss the cost with their insurance provider. In my experience, a range for liability insurance has been $11-13 per person.
There is also Directors and Officers insurance. This is protection for the people in charge when someone tries to hold them personal responsible for something the organization did or didn’t do. The cost for this insurance is usually a flat rate. This will also need to be discussed with your provider.
Getting Teachers for Your Homeschool Group
If you are going to have a homeschool co-op, then you need parents who are willing to teach. Think through this process. Are there certain classes that you won’t accept? How will you decide which classes to accept? How will teachers pay for materials? Can they collect fees from parents? Is there a cap on how much can be collected? Will you pay teachers? Are they volunteers? Will any fees be waived for them?
If you need more inspirations on classes to teach, check out these posts:
25 Easy Homeschool Co-op Classes
25 More Easy Homeschool Co-op Classes
25 Impressive Co-op Homeschool Classes
How to Teach a Homeschool Co-op Class
How to Write a Homeschool Co-op Class
Will there be an application process? What does that look like? How will you get the class information from the teachers? How will you give the information to the parents?
Just like any process, think through as much as you can. Just know that you will adjust it, and that’s ok. Always look for ways to learn and improve. Get the teachers feedback and incorporate good ideas.
Registration Process
Another process to really think through. How will families apply to your co-op? Will there be a separate process for new families and one for returning families? What does that look like?
How will parents pay fees? Will you collect all the fees or will the teachers collect their own fees for classes?
If you are going to be a faith-based co-op, do you need a vetting process in place? Even if you aren’t a faith-based co-op, you may want to have a vetting process in place as well.
Starting the Semester
Now it is time for the fun to begin—the start of the semester. How will you start it? Does it start with a parent meeting, so you can convey information, fees can be paid, and teachers can be met? Or will you just jump into classes? Think about what will work for your families, the venue you are using, and the easiest way to communicate important information before you officially start classes.
Homeschool Group Administration Team
You have the board of directors, which is a great leadership structure. But you need people who will actually carry out the day-to-day running of the homeschool group. Who will these people be?
If a homeschool co-op is going to grow and continue, then you need to put people and processes in place that can do it. It can’t just be a one mom show. And, let’s be honest, we are all homeschool moms that means there is an expiration date on how long we will homeschool. A homeschool co-op needs to grow beyond the people who started it.
Here are some suggestions for positions you may need:
Communications: Manages all co-op communication channels, including emails, newsletters, website updates, and social media. Ensures members are informed about schedules, events, and announcements in a timely and professional manner.
Registrar: Oversees class registration and student enrollment. Maintains accurate rosters, assists families with registration questions, and manages class availability.
Teacher Coordinator: Serves as the main point of contact for teachers. Assists with class planning, scheduling, and resource needs. Supports teachers in following co-op policies and helps resolve classroom-related concerns.
Parent Volunteer Coordinator: Organizes and assigns volunteer roles for parents. Ensures all required positions and duties are filled for each co-op session. Communicates volunteer expectations and tracks participation.
General Administration: Supports other team members to ensure the smooth running of the co-op. Keeps accurate records, manages paperwork, and helps with meeting logistics.
Conclusion: How to Start a Homeschool Co op
Starting a homeschool co-op as a nonprofit organization is a big step—but it’s one that brings incredible rewards. You’ve learned how to get started, what to plan for, and how to put systems in place that make your group function smoothly (or at least function with a manageable amount of chaos).
Remember, you don’t have to have it all figured out from day one. Your policies, procedures, and leadership roles will evolve as your homeschool group grows. Flexibility is your friend. Don’t be afraid to make changes, learn from experience, and simplify where you can.
At the end of the day, your co-op is about community—families coming together to support one another in this crazy, wonderful homeschool life.
FAQ: How to Start a Homeschool Co op
Q: How do I find families to join my homeschool co-op?
A: Start local. Post in Facebook homeschool groups, visit library homeschool meetups, or connect through church or community centers. Word of mouth is powerful—especially when moms talk!
Q: How much does it cost to run a homeschool co-op?
A: Costs vary depending on your size, location, and activities. Expect to budget for insurance, supplies, building use, and administrative expenses. Start small and grow as your group grows.
Q: Do I need insurance if my co-op is small?
A: Yes. Even small co-ops should consider liability insurance. It’s peace of mind for everyone involved. It protects your group and the individuals running it if something unexpected happens.
Q: How do I handle disagreements or conflicts within the co-op?
A: Have clear policies in place from the beginning. Use your handbook to define expectations and processes for resolving issues. Communication and transparency go a long way in keeping the peace.
Q: What’s the best way to keep families informed?
A: Choose one main communication method—email, newsletter, or group app—and stick to it. Consistency keeps everyone on the same page and minimizes missed messages.
Q: How do I prevent burnout as a co-op leader?
A: Delegate. Build an admin team and share responsibilities. You don’t have to do everything yourself (and you shouldn’t). The best co-ops are team efforts.
Q: What’s the most important thing to remember when starting a homeschool co-op?
A: Start simple. Don’t overcomplicate it with too many policies or activities at first. Focus on building relationships and creating a positive learning environment. Everything else can grow from there.
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