Hope Academy Client Handbook

These guidelines will help you get the most out of the Hope Academy and inform you about our standards and practices. If you have questions about this content, contact us at 409-898-4005 or hopeacademy@hope-clinic.com

Our Mission

The mission of Hope Academy (HA) is to provide a foundation in Christian faith and principles through education and support administered to parents/guardians of children who are eligible to receive services at Hope Women's Resource Clinic (HWRC).

Eligibility

To be eligible for the Hope Academy, you must be an active client of Hope Women's Resource Clinic and the mother, pregnant mother, or designated female guardian of a child (or children) under 1 year of age. Each individual enrolled in HA will receive their own account, earning and redeeming points independently. All clients must complete Enrollment before shopping in the Blessings Boutique and receiving points for submissions.

Fathers, expectant fathers, or designated male guardians of a child (or children) under 1 year of age are eligible for the Men's Academy.

Clients who wish to be a part of the Hope Academy and acquire items in the Blessings Boutique in-person and through online orders must complete Enrollment. Enrollment is needed once per pregnancy/child. If you become pregnant again or otherwise become the child's guardian under 1 year of age, you must complete another enrollment. Enrollment and any earned points expire on the first of the month following the child's first birthday.

Enrollment

Hope Academy enrollment is valid during pregnancy through the child‘s first birthday. Each client who enrolls is given an expiration date based on the expected due date and/or birthdate given. For example, if the due date or birthdate is 5/1/2024. The expiration date for enrollment would be 6/1/2025.

Enrollment Duration

In the event that a child is born prematurely, the original expiration date will remain in effect and will not be reduced to an earlier date.

Enrollment & Premature Babies

Multiple babies per pregnancy are an opportunity for God’s joy to double, triple, or even quadruple! The client must receive confirmation of multiple babies in the pregnancy before being awarded additional points. All points earned are multiplied by the number of births (2, 3, etc.). Limits on purchases are increased to match the number of births to provide for all children and their families appropriately. HA may require proof of multiple babies in the pregnancy.

Multiple Babies per Pregnancy

Miscarriage, stillbirth, infant loss, and changes in custody are challenging for all involved. The Hope Clinic aims to ensure you have the support you need during a difficult time. The Hope Academy is not the appropriate place for assistance if you do not have other children eligible for program benefits. If these situations occur, the Clinic will remove you from the current enrollment and “freeze” your account. You will maintain any points earned; if you become eligible again, you will start where you left off. We do not take these circumstances lightly or utilize this process as a punishment. If you experience any of these situations, please reach out to us. Assistance is available to you from medical professionals, pastors, and mental health professionals.

Miscarriage, Stillbirth, Infant Loss, & Changes in Custody

Clients cannot transfer or sell any item received through the Hope Academy program to another individual or organization. The program's purpose is to provide direct assistance to the enrolled client, and any attempt to transfer items or take advantage of the program for personal gain violates this policy.

Additionally, points may not be transferred to another client.

Points earned are for the client enrolled for the current case with the Clinic. Points do not carry over after the client's expiration date.

If a mother and father are earning points for the same child, parents may utilize each other's points with permission from each parent. Permission is granted through a form that both parents must complete.

Non-Transferability

General Policies

The following topics discuss the policies for participation in the Hope Academy program. Abbreviations used include HA (Hope Academy) and HWRC (Hope Women's Resource Clinic).

Electronic Devices – Clients must store any electronic device during a visit to the clinic. HWRC policy states that clients may not take photos, recordings, or videos without explicit consent from the Executive Director. This policy includes using Facetime/video conferencing while at the clinic and any communication that facilitates the possibility of a third party hearing or recording the people at the clinic.

Animals are not allowed in HWRC, with the exception of service animals.

Clients must keep food, drinks, and gum to a minimum. Should you or your child need a snack or drink, please keep to dry foods that can be carried in a bag and clear liquids. This policy excludes breastmilk and formula, which are permitted at the Clinic.

HWRC is not responsible for your possessions. If any item is lost or stolen, it is not HWRC’s responsibility to replace it.

Bringing Items to the Clinic

Children are welcome to accompany you to all appointments and classes throughout the Clinic. However, your child or children must always be with you and not left unsupervised to roam the halls. It is not uncommon for children to cry or scream throughout your visit to the Clinic. This can become a disruption to you and others during class time. You may place your child in our supervised childcare room during classes, shopping, and appointments.

You may also leave the classroom or boutique to calm your baby down. Please don’t hesitate to ask for help, as this is a common circumstance for the staff, and we are prepared to assist you. There is a diaper-changing station in the lobby bathroom or either restroom in the Parenting Center. If you bring your child or children to childcare, please bring necessities such as diapers, wipes, bottles, or pacifiers. Children over the age of 9 may accompany you to class or the boutique.

Children

Hope Women’s Resource Clinic offers childcare services to currently enrolled Hope Academy clients and the children of patients receiving services.

Activities are provided based on age and development. The Clinic staff uses appropriate correction and guidance based on each child. The Clinic utilizes safe sleep practices: ALONE, on their BACK, in a safety-approved CRIB. Meals and snacks are not provided. However, infants under 18 months may be fed with instructions from the parent(s). Children with repeated discipline issues may cause the parent(s) to be placed on Probation from the Academy (see page 11 for more information about Probation).

Childcare

Because this is a working clinic, please remember that you, your child(ren), or your guest should not come to the clinic if the following symptoms are experienced. If the volunteers or staff of the clinic notice these symptoms, you may be asked to leave to maintain the health of the other clients.

Fever Above 100 Degrees. Please do not return to the clinic until fever-free without Tylenol (or other medication) for at least 24 hours.
Diarrhea. (More than two loose stools in 24 hours.) Please do not return to the clinic until symptom-free without medication for at least 24 hours.
Vomiting More Than Once in 24 Hours. Please do not return to the clinic until symptom-free without medication for at least 24 hours.
Continuous and/or Copious Green or Yellow Nasal Discharge. Please do not return to the clinic until symptom-free without medication for at least 24 hours.
Pink Eye (including infection and/or discharge from eyes). Please only return to the clinic once seen by a physician and had at least 24 hours of treatment.
Head Lice. Please only return to the clinic once seen by a physician and had at least 24 hours of treatment.
Scabies or Chickenpox. Please only return to the clinic once seen by a physician and had at least 24 hours of treatment. A physician should also approve your return.
Persistent and/or Undiagnosed Coughing and Sneezing. Please do not return to the clinic until symptom-free without medication for at least 24 hours.
Rash / Skin Infection / Excessive Itching. Please only return to the clinic once seen by a physician and had at least 24 hours of treatment.
Sore Throat / Strep Infection. Please only return to the clinic once seen by a physician and had at least 24 hours of treatment. A physician should also approve your return.

Health

Through experience and education, people interact with and see themselves, others, and the environment differently. To establish and maintain a climate in which education and practical application can occur, each person needs to behave in a way that encourages it. Therefore, a Code of Conduct has been implemented. This Code of Conduct represents the minimum behavior guidelines for clients participating in Hope Academy.

All people, staff, volunteers, clients, or guests of HWRC will treat others with respect.
- “So in everything, do to others what you would have them do to you, for this sums up the Law and the Prophets.” Matthew 7:12
All people, staff, volunteers, clients, or guests of HWRC will refrain from inappropriate conversation and profanity while at Hope Clinic, including the clinic areas outdoors, such as the parking lot and sidewalks.
- “For whoever would love life and see good days must keep their tongue from evil and their lips from deceitful speech.“ 1 Peter 3:10
Clients may not loiter in the hallway per the safety and fire code.
Please DO NOT knock on the Hallway Door for entry. The classroom and Boutique will open as soon as they are prepared. While waiting, please do not gather by any exit doors.
Group Classes begin when announced.
- Clients must be in the classroom within 15 minutes of the scheduled class.
- Otherwise, you will be asked to wait for the next class or Blessings Boutique to open.
Blessings Boutique opens when announced.
- Do not knock on the Boutique door for entry.
- Please remain in the appropriate area as designated by Hope Clinic Staff while waiting for the Blessings Boutique. Do not wait in the hallway.

Model of Character to One Another

Abuse of substances, legal or illegal, is strongly discouraged due to the health risks that affect you, your child, and your family. HWRC does not perform drug tests on clients during visits. However, if it is suspected that you, your child, or your guest is under the influence of, have possession of, or intend to sell or distribute controlled substances (alcohol, prescription drugs, illegal drugs, etc.), consequences will occur, including, but not limited to removing you from the program, reporting the incident to the appropriate agency, and/or calling law enforcement.

You are best equipped to determine your own actions and activities. However, we are under a legal obligation to report behaviors we are personally aware of or suspect that may endanger the child(ren) in your direct care.

If you are actively using a controlled substance and/or alcohol and want to stop, we can help. Please ask a staff member or volunteer for information about resources today.

Find Help: www.samhsa.gov/find-help/national-helpline

Call or Text: 988

Chat: 988lifeline.org

Substance Abuse

This program is free for every client! There is no cost or fee for any service(s) rendered at HWRC or HA. To avoid the appearance of any impropriety, no monetary donations will be accepted, and HWRC will request no money from current clients of HWRC and HA.

Additionally, current clients may not represent another organization or entity while bringing material donations, such as clothing, strollers, etc., to HWRC that require a receipt or any monetary contributions.

If you no longer need an item or items from the program, the item or items may be returned to the Clinic, given to a friend or neighbor, or given to a family member to benefit others who may require assistance. Further details are in the Reimbursement Restrictions policy on page 9.

Donations

Clients must wait until the child of the enrollment is 18 months of age or 6 months after the visit for nonpregnant clients before volunteering.

Volunteering

The Clinic has staff members available as Child Passenger Safety Technicians to assist you in installing car seats. Additionally, through the Hope Academy, the Clinic provides an opportunity to earn a new car seat that can grow with your child(ren).

Texas laws state: All children younger than 8 years old, unless taller than 4'9", must be in the appropriate child safety seat system wherever they ride in a passenger vehicle. The safety seat system must be installed according to the manufacturer's instructions.

A child passenger safety seat system is an infant or child passenger restraint system that meets the federal standards for crash-tested restraint systems set by the National Highway Traffic Safety Administration. Examples: rear-facing only safety seat, convertible safety seat, forward-facing only safety seat, high-back booster seat, backless booster seat, safety vest/harness.

All rear-facing seats are prohibited from being used in the vehicle's front seat if there is a passenger airbag. Children are safer if they ride correctly restrained in the back seat than if they are in the front seat. Follow the vehicle manufacturer's requirements and recommendations to keep all children 12 years old and younger restrained correctly in the back seat.

The Clinic takes the responsibility of the clients and their children seriously. Additionally, the Clinic aims to assist clients comply with the law regarding the safety of their child(ren). Because these laws are in place, the staff and volunteers aware of unsafe conditions must attempt to remedy them before you depart from the Clinic.

If you arrive at the Clinic with one or more children improperly restrained or unrestrained in a vehicle, the Clinic staff will:

Determine if you received a car seat through the Hope Academy program.
- If you have not, you will be given one, and points will be deducted from your account.
  - You will still receive the car seat if you do not have enough points. However, when you earn additional points, those points will be credited toward the car seat before being available for use on other items.
- If you have received a car seat, staff will ask why it is unused.
- If you have experienced a car accident, natural disaster, or other traumatic event, the Clinic will review to waive the 1-car seat restriction. With approval and availability, a car seat will be given, and points deducted from your account.
- If you still have the car seat and it is in good condition, you will be issued a warning.
If you return to the Clinic with one or more children improperly restrained in a vehicle, you will immediately be placed on probation. That includes not receiving an order you came to pick up, attending an in-person class you arrived for, or shopping in the Boutique when it's open. (See page 11 for more information about probation.) To return to good standing, you must prove that you have installed and are using a car seat.

Should you send someone else to pick up items for you and one or more children are improperly restrained in that vehicle, the Clinic staff will:

Explain child safety laws and the need for proper child safety restraints.
Determine if they are eligible for Hope Academy.
If so, the Staff will enable them to enroll and request a car seat.
- They will receive the car seat based on availability. As they earn additional points, those points will be credited toward the car seat before being available for use on other items.
If not, the staff will inquire about available child safety restraint resources.
- If they refuse to cooperate with child safety restraint laws, the Clinic will note that on your account. They may not return to the Clinic for pick up.
Repeated offenses will result in your probation.

Please note that the Clinic is attempting to assist you with compliance with the law. The Clinic, its staff, and volunteers are legally obligated to report behaviors we know or suspect that may endanger the child(ren) in your direct care.

Child Safety Seat Systems

Use for the Intended Recipient: Items received through the Hope Academy program are intended solely for the client. They should be used for personal purposes, to support the recipient's education, and to fulfill their respective needs. Reselling or otherwise commercializing these items is strictly prohibited.

Non-Transferability: Clients cannot transfer or sell any item received through the Hope Academy program to another individual or organization. The program's purpose is to provide direct assistance to the enrolled client, and any attempt to transfer items or take advantage of the program for personal gain violates this policy.

Additionally, points may not be transferred to another client.

Consequences of Violation: Clients acknowledge their responsibility to adhere to this reselling policy by participating in the Hope Academy program. Violating this policy may result in probation or suspension of participation in the program, as determined by the Executive Director and Director of Programs and Development.

Amendments to the Reselling Policy: Hope Academy reserves the right to amend this reselling policy at any time. Clients will be notified in writing regarding any updates or modifications to the policy, and they are expected to comply with the revised terms.

Reselling Policy

Boutique Policies

The following topics discuss the policies for reselling, reimbursement, returns, refunds, and exchanges of items in the Blessings Boutique. Abbreviations used include HA (Hope Academy) and HWRC (Hope Women's Resource Clinic).

If you no longer need an item(s) from the program, the item(s) may be returned to the Clinic, given to a friend or neighbor, or given to a family member to benefit others who may require assistance. At no time may a client be reimbursed in cash nor receive any financial compensation or benefit such as a tax-deductible donation receipt or Hope Academy points for material items. See the Return, Refund, and Exchange policy for program-specific information.

Reimbursement Restrictions

Returns of most items are not accepted once they have left the Clinic facility.

If you receive an item or items that were not ordered or are incorrect, you must notify the Clinic immediately by phone, text, email, or in-person to remedy the mistake.

The following items are not eligible for return:

diapers
wipes
formula
bottles or sippy cups
pacifiers
hygiene items like baby wash, shampoo, lotion, oil, powder, etc.

HWRC and HA reserve the right to change or amend this list at any point.

Return Policy

Refunds are not provided except for the following:

An item or items are eligible for a return based on the above description.
Your online order was not picked up, and you were charged for a “no pick up.”
You cancel your order before picking it up, but after you’ve been charged.

Refund Policy

We offer exchanges on items of the same type if the original item received is defective or damaged or you have received the wrong item.

If you wish to exchange an item, please get in touch with us by phone, text, email, or in person within 2 days of receiving the package. We will guide you through returning the item and provide an exchange once we receive it.

Exchange Policy

Probation & Removal

The following topics discuss the policies regarding probation and removal/suspension. Abbreviations used include HA (Hope Academy) and HWRC (Hope Women's Resource Clinic).

While enrolled in HA, probation is when HWRC presses the “Pause” button. We want to help you catch up with classes and address special situations during this time. It is not intended to be a punishment.

Active probation may include not earning or redeeming points, limited or no online orders, little or no in-person shopping or classes, etc. When possible, the Clinic will provide written instructions on the terms of probation and how to return to good standing.

You will be contacted on an ongoing basis regarding your probation so that we can assist you in returning to good standing. Probation may be different for each individual and situation.

Conditions that initiate probation include but are not limited to:

Improper or lack of use of a child safety seat system
Reselling items from the Blessing Boutique
Child(ren) misbehaving on multiple occasions without change
Stealing of property of Hope Women’s Resource Clinic or other clients
Recording or photographing without permission

Probation from the Academy

Full removal from HA is rare and will only occur as a last resort. The Director of Programs & Development will recommend removing the client from the program with final approval from the Executive Director. Possible reasons for removal include, but are not limited to:

The client is under the influence of possession of or intends to sell or distribute controlled substances (alcohol, prescription drugs, illegal drugs, etc.) while on HWRC property. This includes the parking lot, sidewalks, and backyard areas.
The client is a participant in a hostile or violent incident at HWRC, resulting in the notification of law enforcement.
The client repeatedly disrespects volunteers, staff, or other clients while on HWRC property.

Removal from the Academy

Earning Points

Being a part of the program offers an opportunity to earn points to be redeemed in the Blessings Boutique. For a list of ways to earn points, visit www.hopelearners.com.

HA requires verification to earn points. Documents can be uploaded using the forms provided. Should you have difficulties or questions, please email us at hopeacademy@hope-clinic.com.

Documentation

We use online forms, quizzes, and other methods to verify how you earn those points. Hopelearners.com lists specific ways to earn points. This is the source of the most up-to-date information and may include important updates. We use software to maintain points earned and spent as a courtesy to you. However, you are responsible for reviewing the accuracy of points earned and spent.

Points must be added before spending time shopping in person at the boutique. That means you must have points in your account before checking out with your purchase. Points earned are at the discretion of the Hope Academy.

Points

Some assignments limit how often they can be submitted, and others do not. Please take a look at the assignment for specific instructions and limits.

Limitations on Submissions

Plagiarism is the act of using someone else's ideas, work, or words without giving appropriate credit to the original author or source. This includes copying and pasting information from a source, presenting someone else's work as your own, and paraphrasing without properly crediting the source. Plagiarism is considered a form of intellectual dishonesty.

Some assignments require writing content in your own words. We use summaries and other written content to verify that the Client has understood what they have read/watched/listened to. HA regularly uses a plagiarism checker to determine the validity of content submitted. Repeated offenses may result in probation from the HA.

Plagiarism

Redeeming Points

Being a part of the program offers an opportunity to earn points to be redeemed in the Blessings Boutique. For a list of ways to earn points, visit www.hopelearners.com.

The Boutique is provided to assist clients through the baby's first year with material needs, which can be costly and often not covered by other sources. The Boutique is 100% supplied through the community's generosity through donated items. These items are carefully cleaned and inspected before being placed in the Boutique.

Because the Boutique operates solely on donations, the availability of items varies. There are no guarantees on particular items, such as larger-size diapers, specialty formulas, strollers, car seats, cribs, etc. HWRC attempts to meet the needs of special requests but cannot make guarantees. Due to space limitations, item holds are not available.

Blessings Boutique

Clothing items, both new and used, are based upon donations from the community. It is our privilege to receive and distribute these items to clients. Please refrain from “purchasing” items as gifts for others or children not part of the program, e.g., the child is older than one year old, not a current client of HWRC, or not enrolled in HA. Additional limits may apply based on donations received.

Clothing

Car Seats are available upon request through an online program. Each is limited to one per enrollment, except for multiple babies per pregnancy.

Car Seats

Baby beds are available upon request through an online program. Each is limited to one per family per lifetime, except for multiple babies per pregnancy. Clients who have enrolled in the program again with their second pregnancy and have already received a new baby bed for their first child may not receive another new bed.

Baby Beds

The Blessings Boutique offers a selection of large items, including strollers, walkers, bouncers, bathtubs, swings, play gyms, bassinets, jumpers, play mats, high chairs, and seats. Large items are made available based on donations from our community. To ensure the safety and cleanliness of these items, we check them for recalls and sanitize them before they go into the boutique.

Due to limited availability, clients will only be allowed 2 of the same type of large item per child per enrollment. For example, the client would be allowed 2 walkers and 2 strollers from the moment she enrolls until her child turns 1 year old.