PARENT CONTRIBUTION HOURS: POLICY AND MONTHLY WORKSHEET
My Academy HQ | Version: October 20, 2026
Guide: https://www.myacademyhq.com/blog/parent-contribution-hours-template

Copy and adapt this template for your program. Replace every bracketed field.
Delete unused provisions. Keep completed family records private.

1. PROGRAM POLICY
Program: [name]
Effective period: [dates]
Policy owner and correction contact: [role and contact]
Requirement applies per: [family / student]
Requirement period: [month / term / year]
Enrollment tier and required hours: [list each tier]
Mid-period enrollment or tier changes: [how requirements are adjusted]
Qualifying activities: [list activities]
Preparation/travel time: [what counts]
Time increments: [e.g. quarter hours]
How to reserve a slot: [process or link]
How to submit completed hours: [process and deadline]
Who approves completion: [role]
Cancellation or missed activity: [process]
Carryover: [whether allowed, cap, expiry, and eligible periods]
Exceptions and adjustments: [request and approval process]
Correction deadline: [date or number of days]
Any financial consequence: [reference to separately approved agreement, or none]

2. PRIVATE ACTIVITY LOG (repeat for each completed activity)
Family reference: [internal reference]
Date completed: [date]
Activity: [description]
Completed hours submitted: [hours]
Approved hours: [hours]
Status: [pending / approved / declined / corrected]
Approver and approval date: [role/name and date]
Correction or exception note: [reason; retain original entry if corrected]

Scheduled hours are not automatically completed hours. Verify cancellations
and attendance before using an entry in the monthly total.

3. MONTHLY RECONCILIATION (one per family)
Family reference: [reference]
Period: [dates]
Enrollment tier: [tier]
A. Required hours for this period: [hours]
B. Eligible approved carryover: [hours]
C. Approved completed hours from activity log: [hours]
D. Other approved credit/adjustment: [hours; negative if removing credit]
E. Total eligible credit = B + C + D: [hours]
F. Remaining requirement = max(0, A - E): [hours]
G. Excess credit = max(0, E - A): [hours]
H. Carryover allowed into next period under policy: [hours]
Adjustment reason and approver: [details]
Reconciled by and date: [details]
Statement sent: [date]
Correction received/resolved: [details]

FICTIONAL EXAMPLE
Requirement: 6 hours. Carryover: 1 hour. Completed classroom help: 2 hours.
Completed field trip help: 1.5 hours. Other adjustment: 0.
Eligible credit: 1 + 2 + 1.5 = 4.5 hours.
Remaining requirement: max(0, 6 - 4.5) = 1.5 hours.
Excess credit: 0. Carryover into next period: 0.

4. FAMILY UPDATE
Subject: [Month] contribution hours

Hi [name], thanks for helping with [activities]. For [period], your family's
requirement is [A] hours. We have [C] completed hours, [B] carryover hours,
and [D] approved adjustment hours recorded, leaving [F] hours remaining.

Upcoming opportunities: [link or details]. If an entry is missing or looks
wrong, please contact [contact] by [date] so we can correct the record.

Thanks,
[sender]

5. MONTH-END CHECK
[ ] Resolve pending entries and missed slots.
[ ] Apply the correct tier and period, including approved changes.
[ ] Match the activity log to the summary.
[ ] Document adjustments and apply carryover limits.
[ ] Send each family only its own statement.
[ ] Resolve corrections and retain the final record under your school policy.