Parent Handbook/Program Guidelines

Welcome to Hidden Bee Farm and Hidden Bee Learning Program!

To ensure a safe, enjoyable, and educational experience for all children, we ask that both parents and children adhere to the following guidelines:

Hidden Bee Learning Parent Handbook
Updated for Fall 2025/Winter 2026

Program Overview

Our Purpose
Hidden Bee Learning at Hidden Bee Farm offers a range of homeschool-aligned programs that support early childhood development and elementary enrichment through hands-on, structured, and play-based learning. Our programs focus on creativity, environmental stewardship, leadership, and social responsibility, encouraging children to thrive through both indoor and outdoor experiences.

Programs Offered

Little Explorers (Ages 3–5): Early foundational learning with the Experience Curriculum™. Emphasis on play-based, interactive discovery supporting social-emotional growth, early literacy, and motor skills.
Pathfinders (Ages 5–7): A micro-school homeschool support program using Moving Beyond the Page®. Focuses on early literacy, math, science, and creative problem solving.
Trailblazers / Enrichment (Ages 7+): An enrichment-focused program with structured projects in art, science, creative writing, nature exploration, and more. Curriculum elements include Blossom and Root®.

Children are placed based on learning readiness, not just age, to ensure a developmentally appropriate learning experience.

Implementation of Brightwheel for Parent Communication

Communication & Response Expectations

At Hidden Bee Learning, we prioritize clear and timely communication between our staff and families. To facilitate this, we utilize both email and the Brightwheel app as our primary channels for updates and correspondence.

Email Communication

For general inquiries, scheduling, or administrative matters, please contact:

Program Director – Ms. Alicia Seaton: alicia@hbeelearning.com
Senior Administrator – Ms. Rachelle Cole: rachelle@hbeelearning.com

We aim to respond to emails within 48 hours during business days. For urgent concerns, such as changes in pick-up arrangements or immediate health issues, please call us directly at 931-674-1790.

To notify us of your child’s absence, please text or call the Absent Line at 931-279-6229. This helps us plan accordingly for the day.

Brightwheel App

Starting Fall 2025, we will be utilizing Brightwheel as our primary platform for parent communication. Brightwheel is an all-in-one childcare management app designed to streamline interactions between our staff and families.

Through Brightwheel, parents will have real-time access to:

Daily Updates: Receive instant notifications about your child’s activities, including nap times, meals, and learning milestones.
Photos and Videos: Stay connected with snapshots and videos of your child’s day, fostering a stronger home-school connection.
Direct Messaging: Communicate effortlessly with teachers and staff through the app’s messaging feature, ensuring timely and organized conversations.
Simplified Billing: Access invoices, set up automated payments, and retrieve year-end tax statements conveniently within the app. and progress.

Hours of Operation & Late Pick-Up Policy

Program Hours

Drop-off begins at 8:55 AM
Programs begin at 9:00 AM

Pick-Up Times by Program

Little Explorers & Pathfinders : 12:30 PM
Trailblazers: 1:00 PM

Late Pick-Up Policy

A 15-minute grace period is provided after your child’s scheduled pick-up time.
After the grace period, a late fee of $1 per minute, per child will be charged.
Please communicate promptly if you anticipate being late.

Respect & Behavior Expectations

We are committed to fostering a kind, respectful, and inclusive environment. All participants are expected to treat peers, staff, and animals with care and empathy.

Prohibited Behaviors:

Bullying (verbal, social, emotional, or physical)
Teasing or joking in a hurtful or disruptive way
Harassment (verbal, physical, or non-verbal)
Physical aggression of any kind

Consequences may include parent meetings, temporary suspension, or dismissal, depending on the severity of behavior.

Listening, Safety & Participation

Children are expected to follow staff directions.
Arrive ready to learn and engage in all scheduled activities.
Kindness, cooperation, and accountability are encouraged daily.

Farm-Specific Guidelines

Animal Safety & Respect

Children must treat animals gently and follow staff guidance.
Harmful or disrespectful behavior toward animals will result in parent notification and possible suspension or dismissal.

Farm Environment Includes:

Chickens, goats, and other animals children may occasionally interact with.
Designated learning areas separated from bee hives and safety risks.
Frequent outdoor learning when weather allows.

Clothing & Potty Training Requirements

Clothing Guidelines:

Durable, comfortable clothes for messy, outdoor play

Footwear Guidelines:

Although we totally get that Crocs (and Croc-like shoes) are super comfy and easy to slip on, we kindly ask that your kiddo comes to Hidden Bee Learning in closed-toed shoes with more support for regular days. Our students are often running, climbing, and exploring outdoors, and more secure footwear helps keep those growing feet safe and supported during all the fun.
That said, on warm water play days, we absolutely welcome a second pair of water shoes (yes, even Crocs!) to be brought along for changing into. Just make sure your child has a pair of supportive, closed-toed shoes for all other activities throughout the day.
Hair should be tied back for activities with animals or tools

Potty Training Requirement:

Children must be fully potty trained
Must use standard toilets independently
Staff cannot assist with wiping or undressing

Outdoor Play Policy

We follow CDC guidelines for outdoor play in colder months.

Above 45°F: Full outdoor play
40°F – 45°F: Limited to 10–15 minutes
Below 40°F: Indoor activities

Required Cold Weather Gear:

Insulated coat
Hat covering ears
Gloves/mittens, scarf
Layers that adjust to temperature shifts

If children are not dressed appropriately, they will remain indoors.

Designated Areas & Supervision

Children must remain in approved zones on the property:

Staff monitor and remind children of boundaries
Restricted areas include animal pens, parking lot, storage areas, and staff-only sections

Health & Hygiene

Handwashing:

Required before meals and after animal contact

Illness Policy: Children must stay home if they show symptoms such as:

Fever above 100.4°F
Vomiting or diarrhea
Rash with fever
Persistent cough or difficulty breathing
Contagious conditions (e.g., pink eye)

Parents will be contacted for pickup if symptoms occur during the day.

Cleaning and Safety Policy

At Hidden Bee Learning, we prioritize the health and safety of our students. Our unique farm setting provides exciting outdoor learning experiences, but we understand that cleanliness and safety are key components in fostering a healthy environment. Here’s how we maintain cleanliness and safety within our programs:

Desks and Learning Areas: We regularly disinfect children’s desks and learning spaces to ensure cleanliness.
Floor and Restroom: Our floor and restroom are cleaned daily to maintain a hygienic space for your child.
Hand Sanitizer and Washing Station: Hand sanitizers are available throughout the facility, as well as a washing station with antimicrobial soap. If your child has allergies or sensitivities to cleaning supplies, hand sanitizer, or soap, you may provide us with the appropriate products for their use. However, please be aware that we may not be able to accommodate them from touching areas that have been cleaned without their specified products.
Farm Allergens: Please be aware that our farm setting includes animal hair, pollen, grass, and other natural elements that may be present in the air or on surfaces. If your child has sensitivities or allergies to any of these, please inform us so we can take necessary precautions.
Outdoor Learning: Weather permitting, we encourage outdoor learning as part of our daily activities. While we ensure the safest environment possible, please note that outdoor learning spaces are not always under full supervision. Always be mindful of your child’s surroundings.
Animal Interactions: Hidden Bee Farm is home to a variety of animals. We take precautions to ensure safe interactions, but please inform us of any animal allergies your child may have. We aim to make animal interactions a fun and educational experience while ensuring your child’s safety.

Immunizations & Legal Compliance

We follow Tennessee homeschool laws and respect family choices:

Hidden Bee Learning operates as a homeschool tutorial/micro-school
We do not require proof of immunization, per TN House Bill 252 (2023)
Families are encouraged to remain informed of state guidelines

More info: Tennessee DOE Homeschool Guidelines

Allergy Awareness & Safety at Hidden Bee Farm

At Hidden Bee Learning / Farm, we absolutely love seeing kiddos explore, play, and learn in the great outdoors. Whether they’re attending our enrichment program or joining us for summer camp, their health and safety come first—especially when it comes to allergies.

We’re a real working farm, which means your child will be surrounded by animals, nature, grass, grain, and the many lovely (and sometimes sneezy!) parts of farm life. Here’s how we handle common allergies and what families need to know:

Grass, Pollen & Outdoor Allergies

We want to be super upfront: this is a farm. Kiddos will be:

Running through fields
Sitting in grassy areas
Petting animals
Tossing hay, collecting eggs, and playing near trees and plants

If your child has seasonal or environmental allergies (grass, pollen, hay, etc.), they will be exposed to these elements during their time here. This is totally normal for a farm, and while we can’t eliminate those allergens, we can work with you to help your child manage symptoms with medication, extra hand washing, or whatever they need.

Nut Allergies

We’re nut-aware and very cautious when it comes to nut allergies. Here’s what we do:

No food sharing is allowed—every child eats only what they bring.
We monitor meal and snack times closely to prevent accidental exposure.
We don’t serve nut products and strongly encourage nut-free lunches from home.

However, we are not a certified nut-free facility. Important to note:

We have a walnut tree on the farm in an area children may walk past or play near. While we don’t use the nuts or serve them, they are naturally part of the landscape.
Some animal feed includes grains like soy or corn, but not nuts. Kiddos will handle feed during chores and animal time.

If your child has a nut allergy (or any food allergy), just let us know on the registration form and we’ll send a supplemental allergy form to make sure we understand their needs and any necessary precautions.

We’ve had kiddos with all kinds of allergies, and we’re happy to accommodate wherever we can. Whether it’s:

Dairy
Gluten
Soy
Eggs
Or anything else

Animals, Feed & Contact Allergies

Kids will be around goats, chickens, rabbits, ducks, and sometimes barn cats. Animal fur, hay, and feed are part of daily life here. If your child has known contact allergies to animals, hay, or grains, let us know in advance so we can talk through it together and make a plan.

What Will Happen Next

Once you’ve registered and noted an allergy/medical condition , we’ll send you a Supplemental Awareness Form to make sure we’re on the same page and fully informed. We’ll also connect directly if we have any questions or need clarification.

Your child’s safety matters to us—our goal is always to make sure every kiddo can participate, have fun, and feel safe while doing it.

Hidden Bee Learning — Farm Safety & Security Overview

At Hidden Bee Learning, the safety of your children is our top priority. As a working farm with animals and open land, we take additional measures to ensure a secure and prepared environment. Here’s how we keep us safe:

Security Cameras

Hidden Bee Farm is equipped with what we call “predator cameras” — these are motion-activated cameras located throughout the property to monitor for all threats / intruders.
These cameras provide full coverage of the property’s main areas including gates, animal barns, parking, and pathways.
We are expanding our security system with additional safety cameras near outdoor learning areas, classroom zones, and building entrances for enhanced child safety.

Emergency Safety Plan

Because our main classroom is in an open-air farm building, our emergency response plans reflect that reality. We prepare for a range of possible events, including severe weather and other emergency situations.

Tornado / Severe Weather Plan

We closely monitor weather reports and alerts throughout the day.
In the event of a tornado warning, children will be moved immediately to our designated storm-safe structure on the property, which is indoors and secure.
Drills will be practiced with students to help them remain calm and know what to expect.
Parents will be notified immediately after all children are safe and accounted for.

Intruder / Lockdown Plan

If there is a threat on or near the property, all gates will be locked and students will be moved to our designated secure space.
Staff are trained to remain calm, keep students quiet, and follow a shelter-in-place protocol until the area is confirmed safe.
In an outdoor environment, children may be moved quickly into barns, fenced areas, or inside the safe structure, depending on the situation.

Controlled Access

Our gates remain closed during program hours and are only opened at drop-off, mid-day pickup, or final pickup times.
Cameras monitor gate activity at all times.
If you need to arrive late or early, please text 1-931-279-6229 to ensure we can open the gate for you safely.

Teaching Safety

We believe in educating children about safety, not scaring them. Our staff talk about safety in age-appropriate ways and model calm, confident behavior in drills and real-time decisions. The best preparedness is when everyone knows what to do and trusts the adults guiding them.

Tuition & Payment Policies

Semester-Based Tuition Commitment

Families commit to the full semester to ensure consistent staffing, curriculum, and supplies

Payment Options:

Weekly automated payments (biweekly or monthly available upon request)
$50 non-refundable application fee required per child per program
Application fee is refunded only if we cannot offer a spot

Discounts:

10% sibling discount for families with multiple enrolled children

Late Payments:

May result in temporary suspension from the program
Please communicate any financial challenges so we can support you
A $25 late payment fee will be assessed if your payment is not made on time.
If you need an extension or additional time to make your payment, please contact us as soon as possible so we can work with you.

Drop-Off and Pick-Up Policy

Drop-Off Time:

Doors Open: Our center opens at 8:55 AM.

This timing allows our staff to prepare the classroom and ensures a smooth start for all children.

Late Pick-Up Policy:

Grace Period: We understand that occasional delays happen. Therefore, we offer a 15-minute grace period beyond the scheduled pickup time.
Late Fees: If pickup occurs after this grace period, a $10 late fee will be applied, plus an additional $1 per minute thereafter.

These fees help compensate our staff for their extended time and maintain the quality of care we provide.

If you encounter an unexpected delay, please call us so we can work with you to ensure the best care for your child.

We appreciate your understanding and cooperation in adhering to these policies.

Inclusive & Supportive Environment

We welcome children of all backgrounds and abilities:

Accommodations may include/require aides or learning modifications
Please contact us before enrollment to discuss individual needs

Farm Hours, Gate Schedule & Safety Expectations

The farm gates will open at 8:50 AM and the program day officially runs from 9:00 AM to 1:30 PM, unless otherwise noted for a special event or extended program.

Gates close promptly at 9:15 AM
Gates reopen briefly at 12:15 PM for scheduled pickups
Gates close again at 1:30 PM

Please plan to arrive on time. If you are running late, you must notify us so we can plan accordingly and ensure your child is safely transitioned into the day.

Boundaries & Respect for the Farm

To maintain a safe and respectful environment for both children and animals, we ask that all families follow these important guidelines:

Do not remain on the property before or after program hours unless you’re part of a scheduled event. We are not staffed to supervise outside of program times.
Siblings must stay with parents or guardians at all times—no running freely, unsupervised play, or approaching animal areas.
Do not touch, feed, or enter animal spaces unless specifically invited by a staff member. Our animals are rescues and many have special needs or trauma histories.

We appreciate your cooperation in keeping Hidden Bee a calm, safe space for everyone—two-legged and four-legged alike.

Photo, Media & Liability Policies

Photo Release:

By enrolling, you consent to your child’s photo being used for promotion (unless opted out in writing)

Waiver of Liability:

Participation is at your child’s own risk. Hidden Bee Learning and its staff are not liable for unforeseen incidents during regular program activities.

Enrollment Acknowledgment

Families will be asked to confirm understanding of the following:

Program structure and expectations
Tuition/payment policies
Health and safety guidelines
Behavioral and farm-specific rules
Media release and liability waiver

This acknowledgment helps us ensure a successful, safe, and joyful experience for every child in our care.

For questions or more information, visit:
www.hbeelearning.com
Contact Information

Alicia Seaton
Program Director (Ms. Alicia)
Email: alicia@hbeelearning.com

931-674-1790

Rachelle Cole
Senior Administrator (Ms. Rachelle)
Email: rachelle@hbeelearning.com

931-922-2858

Thank you for being part of the Hidden Bee Learning community!