About Our Policies and Procedures

About Our Policies and Procedures

Code of Conduct

At Peaceful Worldschoolers, we are committed to creating a safe, inclusive, and respectful environment where families can build community, learn together, and enjoy enriching experiences. To ensure the well-being and enjoyment of all participants, we expect all members—both children and adults—to adhere to the following Code of Conduct.

All participants (parents, guardians,and children) are expected to:

Treat all people and places with kindness, respect, and dignity.
Respect personal space, belongings, and boundaries.
Use respectful language (no name-calling, yelling, profanity, etc).
Dress appropriately (no clothing with inappropriate images or words, etc)
Follow event or site-specific rules (e.g., park, museum, or organizational guidelines).
Submit required forms on time (field trip waivers, Annual Review, Re-enrollment, etc.)
Notify leadership promptly regarding absences, cancellations, or changes in participation.
Demonstrate cooperation and clear communication with event leaders and hosts.
Address conflicts peacefully and seek adult or coordinator support when needed.
Supervise their own children and ensure their behavior aligns with these expectations.

Unacceptable behaviors include, but are not limited to:

Disrupting group activities or events
Refusing to follow instructions from coordinators, event hosts, tour guides, etc.
Destroying, damaging, or misusing property belonging to a venue, host, or participant
Physical aggression (hitting, pushing, kicking, biting, etc.)
Verbal aggression (yelling, name-calling, insults, threats)
Bullying, intimidation, or harassment (including online)
Showing up to events without prior registration or confirmation
Disregard for community agreements, field trip rules, or deadlines
Use of offensive, discriminatory, or threatening language or gestures

These expectations apply to all Peaceful Worldschoolers events and field trips (both locally and internationally).

Disciplinary Process

We believe in restorative practices and giving individuals the opportunity to learn and grow. However, to protect the well-being of the group, we use a three-step accountability process:

Step 1: Verbal Warning – The participant (child or adult) will receive a verbal reminder of the behavioral expectations and an explanation of the inappropriate behavior.
Step 2: Written Warning – If the behavior continues, a written warning will be issued to the participant (and parent/guardian, if applicable). This written warning will be documented and acknowledged by the individual or family involved.
Step 3: Removal for the Remainder of the School Year – Upon a third violation, the individual or family will not be permitted to attend any Peaceful Worldschoolers field trips or events for the remainder of the school year which ends on July 31st.
Immediate Removal for Severe Misconduct – Some behaviors may be so serious or egregious that they jeopardize the safety, well-being, or integrity of the group. In such cases, Peaceful Worldschoolers reserves the right to skip steps one and two and proceed directly to removal from all field trips and events for the remainder of the school year. This includes, but is not limited to, violent behavior, harassment, threats, or serious property damage. This action is not taken lightly and is intended to protect the safety and harmony of the group.

Probation Policy

Peaceful Worldschoolers believes in personal growth and second chances. Families or individuals who have been removed from participation due to behavioral violations may be eligible to return at the beginning of the next school year (starting August 1st), but only under probationary status.

Terms of Probation

Duration: The probation period will last for the entire school year (August 1st until July 31st)
Zero-Tolerance: Any violation of the Code of Conduct during probation—regardless of severity—will result in immediate removal for the remainder of the school year. No verbal or written warnings will be issued while on probation.
Supervised Participation: Families on probation may be asked to have a parent/guardian stay within arm’s reach of their child during events or field trips. Organizers may also request periodic check-ins during events.

Expectations During Probation

Probationary participants are expected to:

Fully comply with all behavior guidelines and expectations.
Demonstrate consistent respect, cooperation, and kindness.
Take initiative in conflict resolution and responsible participation.
Communicate openly and respectfully with organizers when issues arise.

Regaining Full Participation Status

At the end of the probationary year, Peaceful Worldschoolers leadership will review the participant’s conduct. If the individual/family has followed the expectations during the entire probationary period:

They will be reinstated to full participant status beginning the following school year.
A letter or email may be sent confirming the return to good standing.

Appeals and Communication

We value open and honest communication and are committed to resolving any concerns with compassion and fairness. If you believe a decision was made in error or would like to request a meeting, you have the right to request a review of the decision. To initiate an appeal:

Submit a written request via email to info@paxacademy.org within 7 days of receiving the decision.
The written request should include:
- A brief explanation of the incident
- Any relevant context or mitigating factors
- What the participant hopes to see as a resolution
The Peaceful Worldschoolers leadership team will review the request and respond within 10 business days.

The outcome of the appeal may include:

Upholding the original decision
Modifying the decision (e.g., adjusting the duration of probation)
Reinstating participation with additional conditions (e.g., parental shadowing or check-ins)

All decisions made after the appeal process are considered final.

Membership Policy

Membership in Peaceful Worldschoolers (and PAX Academy) is family-based and provides priority access to our private community, field trips, events, clubs, and resources.

Membership benefits are non-transferable and may be suspended or revoked if policies are repeatedly violated.

Participation in Peaceful Worldschoolers is a privilege, not a right. Leadership reserves the right to deny, suspend, or revoke membership when necessary to protect the safety and well-being of the community.

Event Registration Policy

To ensure accurate attendance counts and appropriate planning:

All participants must register through the official registration form (Omella, SignUpGenius, Google Form, etc.).
Only individuals who are registered may attend.
Each attendee (adults and children) must be included on the registration unless otherwise specified.
Registration deadlines must be followed.
Waitlists will be honored in the order received unless otherwise noted.

Attendance & Cancelation Policy

Please communicate promptly if your plans change.

If you register for an event but can no longer attend:

Cancel through the registration platform when possible.
Notify the event coordinator as soon as possible.
Repeated no-shows without communication may result in temporary loss of registration privileges for high-demand events.

This allows waitlisted families the opportunity to attend.

Refund Policy

Unless otherwise stated:

All field trips and events are non-refundable.
Tickets purchased on behalf of participants cannot be exchanged or transferred unless specifically allowed by Peaceful Worldschoolers leadership and/or the venue.
Refund exceptions may only be granted if:
- Peaceful Worldschoolers cancels the event,
- The venue issues a refund, and/or
- Another registered family purchases your reserved spot (when permitted).

Weather-related cancellations follow the venue’s refund policy.

Photography & Media Release Policy

By participating in Peaceful Worldschoolers activities, families grant permission for photographs, video recordings, and audio recordings taken during events to be used by Peaceful Worldschoolers, PAX Academy, and affiliated organizations for educational, promotional, social media, website, and marketing purposes without additional compensation.

Families who do not wish for themselves or their children to appear in photographs or videos must notify leadership in writing before attending the event.

While every reasonable effort will be made to honor these requests, complete avoidance cannot always be guaranteed in public settings.

Supervision Policy

Parents and legal guardians are responsible for supervising their own children at all times.

Peaceful Worldschoolers does not provide childcare.

Children may never be left unattended unless a specific event clearly states otherwise.

Siblings over 18 years old are not considered legal supervisors unless designated by their parent.

Health & Illness Policy

To help protect our community:

Please stay home if you or your child:

Have a fever
Have been vomiting or have diarrhea within the previous 24 hours
Have a contagious illness
Are experiencing symptoms that could reasonably expose others to illness

Families should use good judgment before attending events.

Safety Policy

Every participant is expected to follow all safety instructions provided by:

Event coordinators
Venue staff
Park personnel
Tour guides
Emergency personnel

Unsafe behavior may result in immediate removal from the activity.

Transportation Policy

Families are responsible for arranging their own transportation to and from events unless otherwise specified.

Peaceful Worldschoolers does not coordinate carpools or assume responsibility for transportation arrangements made between families.

Liability Policy

Participation in Peaceful Worldschoolers activities is completely voluntary.

Families understand that participation may involve inherent risks.

By attending activities, families acknowledge responsibility for their own safety and agree to any required liability waivers.

Volunteer Policy

All of our events are made possible through volunteers (especially our Community Coordinators).

Members are expected to:

Treat volunteers with kindness and respect.
Follow volunteer instructions during events.
Understand that volunteers are donating their time.

Harassment or mistreatment of volunteers will not be tolerated.

Communication Policy

Official communication is conducted through approved Peaceful Worldschoolers platforms such as:

WhatsApp
Email
Facebook
Website announcements

Families are responsible for reading communications and staying informed about schedule changes, deadlines, and updates.

Privacy Policy

Member contact information and personal information shared within the community may not be used for unsolicited marketing, fundraising, or business solicitation without prior permission.

Respect the privacy of other families.

Business Promotion Policy

Peaceful Worldschoolers exists to build community—not to serve as an advertising platform. While we love to support the entrepreneurs in our community, we want to make sure that all participants give more than they take.

You may not use:

Events
WhatsApp groups
Facebook groups
Member directories

to repeatedly advertise businesses, recruit customers, promote organizations, or solicit sales without prior approval from leadership.

Occasional sharing in designated spaces may be permitted when approved.

Social Media Policy

Members are encouraged to share their experiences positively.

When posting:

Respect the privacy of other families.
Avoid sharing identifiable photos of children whose parents have requested privacy.
Represent the community respectfully.

Weather Policy

Events may proceed in light rain or other weather depending on the venue. As they say, “There is no such thing as bad weather, just bad clothes.”

Only Coordinators will announce cancellations.

Families should not assume an event is canceled unless official communication has been sent from the coordinator for that event.

Non-Discrimination Policy

Peaceful Worldschoolers welcomes homeschooling families from many educational philosophies, cultures, faith traditions, and backgrounds.

Members are expected to foster an atmosphere of kindness, inclusion, and mutual respect.

Discrimination, harassment, or bullying based on race, ethnicity, national origin, disability, religion, sex, or other protected characteristics will not be tolerated.

Accessibility Policy

If you or your child has a disability, medical condition, communication need, or other circumstance that may require an accommodation (including, but not limited to, deaf or hard of hearing, vision impairment, mobility challenges, sensory needs, or other accessibility needs), we encourage you to contact us as early as possible before the event.

Whenever reasonably possible, we will work with families and our community partners to provide appropriate accommodations that allow meaningful participation. Because many of our field trips take place at third-party venues and are coordinated by volunteers, some accommodations may depend on the policies, facilities, staffing, or resources available at the host location.

Requests for accommodations should be submitted in advance whenever possible so that we have adequate time to coordinate with the venue and event coordinator.

We are committed to treating every family with dignity, respect, and compassion while working together to identify reasonable solutions that support participation.

Animals Policy

Only service animals permitted by the venue may attend unless an event specifically states that pets are welcome.

Families are responsible for complying with venue rules.

Lost & Found Policy

Peaceful Worldschoolers is not responsible for lost, stolen, or damaged personal belongings.

Please label personal items whenever possible.

Policy Changes

Policies may be updated throughout the year as our community grows and needs change.

The most current version will always be available on our website.

Continued participation constitutes acceptance of the current policies.

Acknowledgement

By participating in any Peaceful Worldschoolers trips or events, you are acknowledging that you understand and are in agreement with our Behavioral Policy and Code of Conduct.