Policies

At Moonlight, we maintain a comprehensive set of policies that encompass our Attendance, Discipline, and Code of Conduct, among others. These policies are regularly reviewed and updated to ensure that we provide a safe and supportive learning environment for all our students. If you are planning to join us, we kindly request that you familiarize yourself with our policies. While we strive to accommodate everyone’s unique circumstances, our policies are designed to safeguard the well-being of all our students and serve as our guiding principles for doing so.

Code of Conduct

All students will be held responsible for their actions and shall conduct themselves in keeping with their level of maturity, showing regard for established authority and the rights and welfare of others. We ask that students seek excellence, be honest, and be courteous and kind to all. Behaviors rooted in malicious intent are prohibited.

 

  1.  All students in the building are required to be in their assigned area at the start of each class. There is to be no roaming of the halls, lingering in bathrooms, or roaming the grounds during class periods. Punctuality is expected from all students and families.
  2. Students are not to use threatening language toward a teacher, board member, adult, or student. If a student has a grievance that he or she would like to talk about, that student is welcome to meet with board members in person and should communicate in a respectful way.
  3. Cell phones must be set to silent while in class. We would also ask that students do not share their screens with other students, as different families have different definitions of what is objectionable content. Also, sharing phone content can take away from the instructor’s ability to teach. Students are permitted to step out at any time to make a phone call.
  4. Any defacing or graffiti of property is grounds for immediate dismissal. Parents are responsible for damage done to the property beyond normal wear and tear.
  5. Any student found in possession of any type of weapon, firearm, tobacco, alcohol, or drugs will be expelled immediately.
  6. Respectful language must be used at Moonlight and all Moonlight sponsored events. Inappropriate language or behavior should be brought to the attention of one of the Board members or event chaperones immediately.
  7. Permission is not given to use Moonlight’s name, abbreviation, or logos on any social media platform without written consent from the board of directors.
  8. Dress is to be appropriate, with all areas that would be covered in a swimming environment covered. Also, graphics/slogans that are sexually inappropriate, hateful or political in nature are banned.
  9. No running, jumping, or climbing before, during, or after co-op. Walking feet and safe hands will be used at all times.
  10. Food and drink will be kept to designated spaces.
  11. Appropriate footwear only; no cleats, wheelies, or heels. Also, wheelie shoes, skateboards, bikes, rollerblades/skates are not allowed on the premises during or after co-op hours.
  12. No pets other than service animals.

Attendance Policy

We at Moonlight understand that things happen: illnesses, deaths, or unexpected changes in work schedules can affect your ability to attend. While we strive to be generous and fair to all circumstances, this co-op cannot operate with part-time participation. Please let us know at the time of registering if you have circumstances that require exception.

Absences will be unexcused with exceptions made for:

  • illness with a doctor’s note
  • court appointments
  • childbirth
  • surgery
  • extended illness
  • absences submitted at least 2 weeks in advance

Absences must be reported to the #absences channel within the Moonlight Slack app; any absences reported through other methods will be disregarded and counted as an unexcused absence. 

We utilize a three strike policy in regards to attendance at Moonlight. If a family accumulates three unexcused absences in a semester, they will no longer be given priority in selecting future classes. Additionally, families with three or more unexcused absences will be ineligible for any scholarship funds in the following semester. The board will discuss repeated absences and discuss how to support the family, however excessive absenteeism is a reason for expulsion; if your family accumulates three strikes, your membership with Moonlight will go before the board for review.

Teachers accumulating three absences, regardless of excuse, will also be subject to board discussion. Excused absences will not incur penalties, but the board may need to assess changes in the teacher’s availability to ensure consistency in class leadership.

Discipline Policy

Anything that goes against our code of conduct falls under this policy.  We also reserve the right to respect and follow rules set in individual classrooms. Minor offenses  small disruptions to the classroom are issues that can be solved with minor correction by the present adults:

First offense: Verbal warning by adults.
Second offense (same day): Child will be returned to the parent for the remaining time of the period.
Third offense (same day): Child is returned to the parent for the rest of the day.

Major offenses things that are injurious, offensive, harmful, or disrespectful will be handled at the board’s discretion.

Please note that no refunds will be issued in the unfortunate event of expulsion due to behavioral or attendance issues.

Parent/Caregiver Policy

  • Parents/caregivers are required to be on time and report to their assigned area 15 minutes before classes.
  • Parents/caregivers are responsible for children at all times.
  • There is NO DROP OFF option with Moonlight; a parent/caregiver must always remain present on the grounds.
  • There is a mandatory volunteer component to Moonlight; each family must have one adult volunteer each meeting period in assigned capacity.
  • Teachers and assisting parents are responsible for cleaning up the area they are assigned to after each class period.
  • No political, religious, or controversial speech inside or outside classrooms with the exception of educational purposes. Religious education or mythology is acceptable; no evangelizing or condemnation of other religions during discussions.

    Teacher Policy

    • Teachers need to have a class outline turned into administration 4 weeks before the semester starts.
    • Teachers must submit one substitute plan to the administration 2 weeks before the start of each semester so classes can be covered by a substitute.
    • Teachers may not deviate drastically from the submitted plan without first consulting with the board.
    • Teachers must give 2 weeks notice for any planned absences.
    • For the safety of our students, there must be two adults to a room at all times.
    • If a child needs the restroom, please radio for a member of security to escort the child to the restroom.
    • No food in the classroom except water.
    • No political or religious discussions unless it is relevant to the curriculum and presented in an unbiased format.
    • If the need to step out arises, please radio for a replacement.
    • At the end of the day and at lunch, all children will be escorted back to the Fellowship Hall.
    • Wait for an announcement over the radio before dismissing students at the end of second period. We have security to get into place.
    • Please utilize Slack for all parent communication; this allows any disputes to be mediated correctly.

    Sick Policy

    Please stay home if:

    • You have had a fever in the past 48 hours and have not been fever-free without fever reducing medicines.
    • Any symptoms of a cold that involve cough or runny nose with colored mucus.
    • If anyone in the home has been sick.

    If you have a chronic condition (such as allergies), please speak to a member of the board and make us aware.

      Inclement Weather Policy

      As our co-op is hosted within the Johnson City limits, if Johnson City schools close for weather, we will also close. HOWEVER, we understand that there are many rural areas in the surrounding counties. If you cannot make it safely, please do not attempt it.

      Bathroom Policy

      We never want any child to feel like they were not allowed to attend to their physical needs. However, due to the limited bathroom space and the need to keep our children safe, we have decided that children younger than 12 that need to use the restroom during class will need to be escorted by a member of staff. This simply means that a teacher will radio out for a member of staff to come and walk the child to the restroom. The staff member will not go into the restroom with them and will be unavailable to help the child with using the bathroom.

      If your child is still in need of some potty assistance, please let us know and we will happily take your child to our Pre-K bathroom where we have enough staff to safely help your child while protecting their privacy.

      Also, if you have a child in our Early Education Area that is still in diapers, please make sure you bring with them a diaper bag that includes diapers, wipes, and a clean outfit.

      Arrival & Departure Procedure

      All families are asked to arrive between 10:45 and 10:55 AM. This allows us to do a headcount and make any announcements for the day.

      • Children will meet in the Fellowship Hall and be dismissed from there into classes. Parents will report to the area they are volunteering.
      • The only door available for entry is the main entrance to the Fellowship Hall.
      • Parents of Pre-K and Nursery will take them directly to the Early Education Check-In area. Parents will be required to check in and give the teacher a pick up word or number that will need to be repeated to the teacher upon pick up to retrieve the child. At the end of the day, all children will be taken back to the Fellowship Hall for pick up with the exception of Nursery and Pre-K. PARENTS, PLEASE DO NOT RETRIEVE CHILDREN FROM CLASSROOMS.
      • Parents of Nursery and Pre-K will dismiss from their area five minutes early to pick up their littles.
      • Nursery and Pre-K will need to be picked up and pick up word given to retrieve them.
      • Children may not be picked up from class without informing a member of the administration that you are leaving early as it affects the headcount taken at the start of the day. If you are scheduled to only take two class periods, you may have your child meet you in the Fellowship Hall to sign out early.

      Food & Lunch Policy

      If your family decides to eat with us, we ask that you do not allow your child to share their packed lunch; there are many families with severe allergies and not all children are as aware of their allergies and could take something that would make them ill. Also, we ask that any food brought to share be nut-free.

      Food that is being brought to the Early Education Center will always need to be nut-free, whether it is meant for just your child or the group, as littles often share without asking. Only spill-proof cups and bottles are allowed in this area with water and milk only.

      • No food in classrooms unless prior approval is received.
      • Water is allowed in the K-12 classrooms if it’s in a spill-proof bottle.
      • Please keep all food in the Fellowship Hall or surrounding grounds during lunch.
      • Please clean up after yourself; trash cans are provided.
      • If you need to refrigerate your lunch, please make sure it is on one of the lower shelves in the fridge and is clearly labeled with first name and last initial.

      Registration Policy

      Pre-registration will occur several weeks before class registration opens. We will, to the best of our ability, strive to provide the classes that are described the pre-registration page. However, in the event an appropriate teacher or program cannot be found, class offerings may differ. If classes deviate drastically, we will offer refunds if the co-op no longer meets your needs. However, no refunds will be provided due to a member’s choice to not participate nor for registration deadlines missed. Please make sure our email admin@moonlight-tricities.com is in your contact list so as not to be filtered out as spam. We will make registration announcements by email as well as on our Facebook page.

      Classes will be filled on a first come, first serve basis. Registration will be online at our website; details will always be available on both our website and Facebook page.

      Communication Policy

      We would like to streamline communication to our members. As part of that effort, we ask that all members download the app “Slack” and join our Moonlight channel. This is the platform that we will be using to send reminders and announcements. This is also the same platform that many of your teachers will use to communicate with you about your student.

      This is the only acceptable platform for reporting an unplanned impending absence. Facebook messages, texts, and missed phone calls will be considered a “no-call, no-show” and will be counted as an absence.

      Website Policies

      Should you wish to view our website policies and terms, our Privacy Policy and Terms of Service are readily accessible to the public. These documents outline the rules and guidelines that govern your use of our website and the protection of your personal information. We highly encourage you to review them thoroughly to ensure a clear understanding of our practices and policies.

      Safety Protocol

      RADIO CODES

      These are the specific codes that will be used in the event of an emergency to help control panic and get people where they need to be doing what they need to be doing as outlined in the following paragraphs.

      RED– Fire (follow evacuation protocol)
      YELLOW– Medical (follow medical protocol)
      SILVER– Weapon (radio for security)
      BLACK-Bomb Threat (follow evacuation protocol)
      GREEN– Tornado/Direct Force Winds (follow shelter-in-place protocol)
      BROWN– Suspect-at-Large/Threat at Nearby School (follow shelter-in-place protocol)

      At the conclusion of any of these emergency events, an incident report must be filled out by all co-op volunteers who were involved in the crisis. A blank copy of this report can be found in the handbook, as well as with either the director or secretary. The incident report must then be turned in to the director and kept for a period of 3 years.

      EVACUATION PLAN (Fire or Bomb Threat)

      The church is equipped with fire alarms. If any of these go off, the following should begin. This is also the procedure in a bomb threat scenario. Main entrance security moves to the Fellowship Hall emergency exit to open the door and hold it. A second security member goes to the middle of the hall to help control the children and teachers. A third security member will go to the rear emergency exit to hold that door and ready for children. Teachers are the last out of the classrooms and will pull the door behind them to signify the area is clear and will grab the attendance sheet off the wall as they go.

      Children at the rear end of the hall will dismiss through the rear exit in the following order: Nursery A/B, Classroom G, Classroom F, and Classroom E. They will make a left out of the door and meet in the grassy area next to the parking lot. Security at this door will count them as they exit, then follow. Security in the middle hall is going to check the bathrooms on the way out and then exit with the rear students.

      The front classes will exit at the same time as the rear classes, but in the following order: Classroom A, Classroom C, Classroom D, Quiet Room, and Kitchen. Front classes will exit through the Fellowship Hall side door and go straight across the parking lot into the grass.

      Teachers will keep their students grouped with them, using the attendance sheet to make sure everyone is present and accounted for. The Head of Security will meet with the Director, Attendance Officer, and the rest of the security team in the field across from the exit to confirm all children are out. In the event of a Bomb Threat, we would all meet at the parking lot across Guaranda Drive next to the tennis courts.

      SHELTER-IN-PLACE PLAN (Active Shooter/Suspect at Large or Tornado)

      ACTIVE SHOOTER or SUSPECT AT LARGE:

      This could be a shooter at the nearby Science Hill High School or Jeremiah School, or this could be an attack on us. In the event of a shooter, we will lock down the co-op. Students in the halls will report back to the class they are supposed to be in currently or the class they are expected in next if we are in the process of changing classes.

      Teachers will lock the doors to their classroom. The security member stationed near the nursery classrooms will check bathrooms for students and bring any students to Classroom F (the Butterfly Room). Nursery and Pre-K will lock their hallway doors, then take the students into the nursery bathroom and lock those doors.

      The security team will secure their stationed areas, ensuring all doors are locked and making sure all children are in classrooms as they move toward the Fellowship Hall; once all rooms are secure, they will take shelter in the Kitchen, locking both doors and pulling down the service window shutter. If the classroom contains any large furniture, it should be used to block any windows and barricade the doors.

      If a class has moved outside, the security member accompanying them will be responsible for ensuring their safety. If the active shooter is at a nearby school, they will escort them back into their classroom and follow lockdown procedure. If the active shooter is at our facility, they will take them down toward the wooded area below the field and keep moving into the neightborhood behind the church, seeking shelter at any willing home.

      TORNADO or DIRECT-FORCE WINDS:

      In the event we hear the tornado sirens/alarms, Nursery A/B will shelter-in-place, as will classrooms G (Acorn) and D (Racecar). Classroom F (Butterfly) will join Classroom G, Classrooms E (Flower) and C (Ladybug) will join Classroom D, and Classroom A (Turtle) will move into the Quiet Room. Then all students should go to the wall furthest from the center of the building and sit with their heads between their knees and their hands over their head.

      MEDICAL EMERGENCY POLICY

      All medically compromised children and adults will be asked to wear disposable ID bracelets provided by the co-op and with only the identifying information of a responsible party in the event of a medical emergency written on them. The responsible party must be over 13 years of age. Medically compromised adults must notify at least one board member. This allows us to act quickly to retrieve a party that would best know how to handle the individual’s medical condition or equipment. Families will be approached discreetly and with as little attention as possible to the fact that they are wearing these bracelets.

      Bracelets are the family’s responsibility to put on and label each co-op day, they will be made available in the fellowship hall.

      med-band

      Emergency Concerning an Adult:

      Adult checks for a bracelet and no bracelet is found: This would mean that we have an unidentified medical condition and 911 should be called immediately.

      • If the adult is currently teaching or co-teaching, the other must radio for help while walking to the door to open it. The teacher/co-teacher will stand one foot in the classroom with the students and one foot in the hall while waiting for help. All adults accept that the safety of the children is paramount even in a medical emergency concerning themselves.
      • The co-op should respond with three adults; upon their arrival, the classroom should be evacuated and all children taken to the Fellowship Hall.
      • One adult should go out to meet the EMTs and bring them directly to the teacher/co-teacher, while another stays with the adult in crisis. At no point is the adult to be moved or first aid administered.
      • If the adult in crisis is in a common area and not currently in charge of children, those nearest should assist and all children kept clear of the area(s).

      Adult checks for a bracelet and a bracelet is found: More than likely this is a known medical condition that a responsible party can resolve quicker and more efficiently than EMTs. If the adult in charge has any concerns that this is not a known medical condition, such as this emergency is a trauma, protocol for no bracelet should be followed.

      • If the adult is currently teaching or co-teaching, the other adult must radio for help while walking to the door to open it. The teacher/co-teacher will stand with one foot in the classroom with the students and one foot in the hall while waiting for help. The teacher/co-teacher should be sure to inform the co-op of who the responsible party written on the bracelet is. All adults accept that the safety of the children is paramount even in a medical emergency concerning themselves.
      • The co-op should respond with two adults to evacuate the room and one sent after the responsible party. Once the first two arrive at the area where the adult in crisis is, all the children should be evacuated to the Fellowship Hall.
      • Once the responsible party arrives, the adults in charge are to remain in the responsible party’s service until dismissed or told to call the EMTs. If told to call the EMTs, one adult should go out to meet the EMTs and bring them directly to the adult in crisis.
      • If the adult in crisis is in a common area and not currently in charge of children, the adults nearest should respond, and others keep all children clear. The responsible party should be sent for, and the adults closest remain in the responsible party’s service until dismissed.

      Emergency Concerning a Child:

      Adult checks for a bracelet and no bracelet is found: This would mean that we have an unidentified medical condition and 911 should be called immediately.

      • One adult should use a cell phone to call 911 and the other should radio for help from co-op security/administration. The co-op should send at least 2 people for what needs to happen next; this is to prevent any adult from being alone with the rest of the children.
      • While radioing the co-op, the adult needs to check the surroundings:
          • Is the child in crisis safe?
          • Is there a risk of more damage?
          • If so, the adult needs to best remedy the environment without moving the child or administering anything that could be considered first aid.
          • Time should be noted.

      Example: Child falls outside in the parking lot and is now unconscious. The adult in charge would clear the immediate area around them from children playing and would check to see if the child was in the way of oncoming traffic. If there is a risk of possible traffic, the adults would stand with one at the head of the child and one at the foot of the child while waiting for help to make sure the area is seen and avoided by vehicles.

      • When help arrives from the co-op, two things need to happen concurrently:
          • The child is identified and a parent is sent for.
          • The other children in the area are evacuated to the Fellowship Hall.

      At NO TIME should either the child in crisis or the evacuated children be alone with a single adult.

      • Once the parent arrives, one teacher needs to go out to meet the EMTs to bring them directly to the child.
      • Once EMTs and Parent are with the child, co-op adults may then excuse themselves to check on the rest of the class.

      Adult checks for a bracelet and a bracelet is found: more than likely this is a known medical condition that a parent can resolve quicker and more efficiently than EMTs. If the adult in charge has any concerns that this is not a known medical condition, such as this emergency is a trauma, protocol for no bracelet should be followed.

      • One adult in charge should radio out for help, being sure to tell the co-op who the responsible adult written on the bracelet is; the other adult should be checking the surrounding area for danger to the child in crisis.
      • Again, the child should not be moved nor ANY first aid be administered.
      • Time should be noted.

      Example: The child in question is having a seizure. A soft material (pillow or coat) should be placed under the head to keep the child from concussing themselves on the floor and the area should be cleared so that the child does not hit themselves on anything, causing injury.

      The co-op should respond by sending two persons to the child’s area and one to get the responsible party. Once the first two arrive at the area where the children are, all but the child in crisis should be evacuated to the Fellowship hall. Once the responsible party arrives, the adults in charge are to remain in the responsible parties service until dismissed or told to call the EMTs. If told to call the EMT’s one adult should go out to meet the EMTs and bring them directly to the child.

      Our policies and procedures are made publically available in good faith. Our by-laws are available upon request to any Board member or Team Leader.