Weekly Roles Playbook: Opening, Snack, and More

Why this matters

Duty roles are one of the ways WCP stays welcoming, predictable, and low-stress for families. When it's your turn, you are the "lead" for the day, but WCP is a parent-led co-op. Pretty much everyone helps. Your job is to make sure the basics start and finish smoothly, not to do it all yourself.

This is a practical guide to the four weekly roles: Opening, Circle Time, Snack, and Closing. Details can vary a little by semester and space, but the rhythm is usually the same. Guides and checklists are posted on-site.

Opening: quick setup so families can walk in and play

If you're on Opening, the goal is simple: get the room "ready enough" before families start arriving.

Typically helpful timing: arrive a few minutes early. If you want the exact start time for your day, check the schedule on our site or ask your Day Coordinator.

Opening checklist

• Lights on
• Roll out the foam mat
• Set up the long baby gate around the pianos (keeps little fingers safe)
• Pull out a set of free-play toys from the closet
• Set out kids' table and chairs
• Put out the craft activity (prepped and labeled)
• Set out attendance info if available
• Start the coffee station

Quick notes

• If you're running late, message the group chat. Someone will usually start the basics until you arrive.
• "Good enough" counts. The goal is a safe, usable space, not a perfect one.
• If you cannot find something, ask. We have all been new.

Circle Time: short, familiar, and calm

Circle time is a quick gather for a few songs and a short story. It does not need to be elaborate. In fact, simple tends to work best with toddlers and preschoolers.

A typical circle time flow

1. Welcome song (something familiar)
2. A short book (or a quick theme moment)
3. One more song, or a simple sign-off

That's plenty. Ten minutes is usually the sweet spot.

What to remember

• Kids wandering is normal. Caregivers always stay with their children, and you can keep going even if the circle is not a perfect circle.
• You do not need a "performer" voice. Calm and steady is great.
• If you want ideas, ask in the group chat or check with your Day Coordinator.
• If your child is having a tough morning and you are on Circle Time, it is okay to ask someone to co-lead or swap.

Snack: get snack onto tables

If you're on Snack, you help get snack set up so families can eat together.

Snack checklist

• Set out snack (in the kitchen cabinets and fridge)
• Set out plates and napkins
• Get snack onto tables
• Check the yuck bucket and clean any toys left there
• Wash dishes and put them away

Quick notes

• Parents can place toys in the yuck bucket when they need cleaning (for example, after being mouthed).
• Snack is a "many hands" moment. People generally jump in without being asked.
• If you cannot find something, ask. We have all been new.

Printable version: We have a printable snack checklist and rotation you can post on-site or keep handy.

Closing: reset the room together

If you're on Closing, you help the room get reset for next time. About five minutes before the end, everyone pitches in to put away toys and roll up mats. Your job as Closer is to handle the final details.

Closing checklist

• Stack chairs by the wall
• Tables: push behind the poles (Tue/Wed) or put away completely (Thu)
• Clean the coffee maker
• Sweep the floor (a quick pass is fine)
• Take the trash bag out to the dumpster
• Turn off lights: closet, hallways, bathrooms, and main room

Quick notes

• You do not need to do this alone. Other families almost always help with the reset.
• If you need to leave before the reset is finished, let the Day Coordinator know.
• "Reset" is the goal, not spotless.

Printable version: We have a printable open & close checklist you can post on-site or keep handy.

A few things that apply to every role

• Swaps are normal. If you cannot make your duty day, post in the group chat as early as you can.
• Your child comes first. Handle your kid's needs. The duty can wait.
• Ask for help. Your Day Coordinator and other families are there.
• Co-op means shared effort. If you are the lead, you are guiding the flow, and other caregivers typically help with the heavy lifting.

Mini FAQ

What if I'm running late? Message the group chat. Someone can usually start the basics, and you can pick up when you arrive.

What if my child has a hard moment while I'm on duty? Caregivers always stay with their children. Take care of your kid first, and ask someone to co-lead for a minute if you need it.

Do I need to bring supplies for snack? No. Snack is provided. If something changes for a particular week, the Day Coordinator will share it.

Closing thought

Once you do a role once, it usually feels much easier the next time. You are not performing. You are helping a shared space run in a way that feels steady for families, and that is a big part of what makes WCP feel welcoming.