Homeschool Co-op Membership Agreement: What to Include (+ Free Template)

If your co-op doesn't have a membership agreement, you've probably already discovered why that's a problem.

A family leaves mid-semester and wants a full refund for classes that have already been taught. Two families have a serious conflict and both expect you to sort it out — but there's no written policy on what that even means. A parent skips their volunteer shift three times in a row, and when you bring it up, they say they didn't know that was required.

A membership agreement won't prevent every difficult situation. But it does something invaluable: it moves the conversation out of the realm of "she said / I said" and into "here's what we all agreed to." That's worth a lot.

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What a Membership Agreement Is (and Isn't)

A co-op membership agreement is a document that families sign before joining, confirming they understand and accept the co-op's policies, expectations, and their financial obligations.

It's not a legal contract in the full formal sense — most small co-ops aren't set up to enforce it in court. What it is, is a shared set of expectations. Its primary value is clarity, not enforcement. Families who've read and signed a clear agreement behave differently than families who joined on a handshake and filled in the gaps with their own assumptions.

It also protects the coordinator. When a conflict arises, you're not making judgment calls in the moment — you're referring to something everyone agreed to.

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What to Include

Co-op name, mission, and meeting schedule

Basic orientation: what this is, when it meets, where, and what it's for. One or two sentences on the co-op's values or approach is useful here — it sets the tone for everything that follows.

Family enrollment information

Names of the children enrolled, their ages, the classes or programs they're registering for. This section doubles as a record of what each family committed to.

Fees and payment terms

Be specific:

• The membership fee (if any) and when it's due
• Class fees and when they're due
• Accepted payment methods
• Late fees (if applicable)
• What happens if payment isn't received by the deadline

Vagueness here causes more problems than anything else in the agreement. "Payment is due before the semester begins" is not specific enough. "Payment is due in full by August 20" is.

Refund policy

When can families withdraw and receive a full refund? A partial refund? No refund? This needs to be explicit. A common structure: full refund before [date], 50% refund before [date], no refund after that. Define the exceptions (illness, family emergency) if you want them — or note that exceptions are at the coordinator's discretion.

Participation expectations

What are families required to do beyond attending? Common requirements:

• Teaching or co-teaching a class (and what happens if they can't)
• Volunteer hours per semester (setup, cleanup, administration)
• Attendance expectations (how many absences before enrollment is affected)
• Notifying the coordinator in advance of absences

Behavioral expectations

For students and adults. You don't need a long list of rules — a general statement about respecting teachers, other students, and the facility covers most situations. Add specifics if your co-op has dealt with recurring issues.

Health and safety

How do you handle sick children? (Most co-ops have a "please don't come if you're sick" policy — state it explicitly.) Allergy policies for shared snacks or supplies. Emergency contact information and photo release (if you photograph events).

Communication

How does the co-op communicate with families? What's the primary channel? What's the expected response time for important messages? What should families do if they can't reach the coordinator?

Conflict resolution

Brief is fine here. Something like: "If a conflict arises between families, the coordinator is available to help facilitate a conversation. Decisions about co-op participation remain at the coordinator's discretion." You're not promising a formal mediation process — just signaling that there's a person in charge and how to reach them.

Signatures and date

Both a parent/guardian and the coordinator should sign. Keep a copy for your records. If families are signing digitally, make sure the system logs the date.

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A Template You Can Adapt

Below is a starting point. Customize it for your co-op's specific policies, fees, and values.

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[Co-op Name] Membership Agreement — [Year]

Welcome to [Co-op Name]! We're so glad your family is joining us. Please read this agreement carefully and sign at the bottom to confirm your understanding and acceptance of our community expectations.

Co-op Overview [Co-op Name] meets on [days] from [time] at [location]. Our focus is [brief description of mission/approach].

Enrolled Students and Classes

Student Name	Age/Grade	Classes Enrolled

Fees and Payment

Annual membership fee: $_____ due by _____. Class fees: As listed in your enrollment confirmation, due by . Late payments are subject to a $ fee. Families with outstanding balances after _____ may lose their enrollment spot.

Accepted payment methods: [list here].

Refund Policy Full refunds are available for withdrawals submitted in writing before _____. Withdrawals between _____ and _____ are eligible for a 50% refund of class fees. No refunds are issued after _____. Membership fees are non-refundable. Exceptions may be made at coordinator discretion in cases of documented illness or family emergency.

Participation Expectations Member families are expected to:

• Fulfill their assigned volunteer commitment of _____ hours per semester. Families unable to fulfill a commitment should arrange a swap in advance with another family.
• Notify the coordinator at least _____ hours in advance of any absence.
• Arrive on time and ensure students are picked up promptly at the end of the session.

Families with more than _____ unexcused absences per semester may have their enrollment status reviewed.

Behavior and Community Standards We expect all students and adults to treat teachers, fellow students, and the facility with respect. Behavior that disrupts learning or creates an unsafe environment for any member of the community will be addressed by the coordinator. In serious or repeated situations, continued enrollment may be affected.

Health Policy Please do not send students who have had a fever, vomiting, or contagious illness within the past 24 hours. [Add any allergy policies here.]

Communication The primary communication channel for [Co-op Name] is [email/app/platform]. We ask that families check messages at least once before each co-op day. For urgent matters, contact [coordinator name] at [contact info].

Photo Policy [Co-op Name] may photograph co-op activities for community purposes. Please note any restrictions below:

☐ My family consents to photos being shared in co-op communications (newsletters, private group pages). ☐ I prefer my family not be photographed. Please let the coordinator know.

Acknowledgment

By signing below, I confirm that I have read and understood this membership agreement and agree to the expectations and policies described.

Parent/Guardian Name: ___________________________ Signature: ___________________________ Date: ___________________________

Coordinator: ___________________________ Signature: ___________________________ Date: ___________________________

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A Few Notes on Using This

Keep it short enough that families actually read it. A six-page document with legal-sounding language will get skimmed and signed without being absorbed. A clear, readable two-page agreement gets read.

Update it at the start of each school year. Policies that made sense in year one may need adjusting by year three. A quick annual review keeps the document accurate and gives you a chance to address anything that caused friction the previous year.

Don't use it as a threat. The goal of the agreement is shared understanding, not compliance through fear. When you reference it in a difficult conversation, the tone should be "we all agreed to this together" rather than "you violated the contract."

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Related articles:

• Homeschool Co-op Bylaws and Organization: A Practical Guide
• How to Start a Homeschool Co-op
• How to Onboard New Families to Your Homeschool Co-op