This handbook is designed to give students, parents and guardians a helpful insight into Pirate Quest offered by Poteau Public Schools and The Afterschool Summer Learning Grant. It includes detailed information about Program activities, procedures, and policies.
PROGRAM OVERVIEW
At all sites, the Pirate Quest Program uses a designated area where students have access to enriching activities and homework help.
The staff at each site includes a Lead Teacher and Site Teachers, all of whom are certified teachers, Para Professionals and high school students. During the year, Pirate Quest may also utilize the volunteer tutoring and instructional services of college students. Background checks are performed on all staff members and vendors employed by Pirate Quest. The Program Director is your main point of contact and oversees the program and staff.
Application and Enrollment Procedures
Pirate Quest does not discriminate against applicants on the basis of race, color, national origin, gender, age, religion, or disability status. Application forms for Pirate Quest are online or by clicking this link. Completed applications will be reviewed and parents will be notified by text message or email regarding status of application.
Parents of applicants who are accepted into the Program will be notified by the Pirate Quest Director and must complete an enrollment form for each student enrolled in the Program. These forms include the student’s personal information, emergency contacts, full legal names of persons authorized to pick up the student, and health and other information. All forms must be completed prior to student attendance. A copy of each student’s enrollment form will be kept on file at the student’s Program site. It is the responsibility of the enrolling parent/guardian to update information in the permission form should any changes occur in emergency, telephone, or other information.
Each site has a limited number of enrollment spaces available. When all spaces are filled, each subsequent applicant’s name will be placed on a waiting list, and the applicant’s parent/guardian will be contacted as space is available. To be placed on the waiting list, an application form must be submitted to the office.
Applications must be completed each year.
SCHEDULE OF OPERATION
Pirate Quest Summer Program operates from May 21 - June 24, 2025, Monday-Friday, 7:45 a.m. - 5:30 p.m. A calendar will be given to parents, as well as reminders sent home with students about upcoming events or changes in regular schedules.
Early Dismissal: Pirate Quest will be closed whenever Schools are dismissed early due to inclement weather or whenever there is an unexpected event that impacts the safe use of the Program site.
Field Trips: Field Trips will be scheduled from time to time. The Lead Teacher will determine whether students who displayed poor behavior during regular Program days or on prior trips will be allowed to attend future field trips. Information about each field trip will be sent home with students at least one week in advance of the field trip.
ATTENDANCE PROCEDURES
Students are expected to attend the Pirate Quest Summer Program each day. Any student who is absent from the Pirate Quest Summer Program for an extended time (two days in a row or more) may be dismissed from the Pirate Quest Summer Program unless his or her absence is excused due to illness; medical, dental or other appointment that cannot be scheduled at another time; recognized religious observance; family emergency or event such as a funeral or birth; or a prearranged absence, early dismissal or tardy that has been approved in advance.
Daily Sign-In
Students in 2nd-4th grade must be dropped off in front of the Upper Elementary. PreK-1st grade must be in to the PreK building. Teachers will take attendance during the first class.
The safety of each student is paramount to Pirate Quest staff. If a student will not be attending the Program as scheduled, it is essential that the student’s parent/guardian call or email the Program Director, Robyn Gillham at 918-647-7753 to report the student’s absence from the Program.
Daily Sign-Out
All students must be signed out by a parent/guardian when leaving the program unless the student rides a bus. If the student is at the Upper Elementary grades 2nd-4th, the parents will pick up at the front of the Upper Elementary. If the student is at the PreK building grades PreK-1st, the parents will pick up on the right-side doors of the building. You will need to come to the door and sign the pick-up form. You must have your Car Tag to pick up. Students will not be released to anyone other than a parent, guardian, or person listed in the student’s pick up list, unless the student’s parent notifies the Program in writing prior to pick up time. If a staff member is unfamiliar with any person picking up a student, the staff member will ask to see picture identification before the student is released.
Late Pickup
Pirate Quest Summer Program closes at each site at the 5:30 p.m. We ask parents/guardians or others authorized to pick up students to (a) arrive by five minutes before the end time to allow students enough time to tidy up and gather their belongings; and (b) if running late, to take a moment to call the Director, Robyn Gillham at 918-647-7753, so a staff member can speak to the student about the delay.
If a student is picked up more than ten (10) minutes after the site end time, the late pickup will be noted. After the third occurrence of a late pickup, any additional late pickup may result in a student’s suspension or removal from the Program.
The staff is unable to remain on site after the Program end time for activity updates or consultations about students. We will be happy to discuss special requests or exchanges of detailed information over the telephone, by email, or at a meeting scheduled during Program hours.
PROGRAMMING
Pirate Quest Summer Program provides a carefully designed schedule of activities that are grounded in evidence-based programs and strategies and focused on: 1) academic support; 2) life/social skills development; and STEM (Science, Technology, Engineering, and Mathematics) programming, literacy and other enriching activities throughout the year.
Breakfast, Lunch and Daily Snacks
At all sites, students will receive a nutritious breakfast and lunch. The student will also receive a nutritious snack at around 2:50 p.m.. If your child has any food allergies, dietary restrictions, or prefers different or additional food, please feel free to send a snack with your child.
Academic Support/Literacy Instruction
Pirate Quest Summer Program is a program of enrichment. Students will gain knowledge through fun and exciting activities, crafts, and projects.
Life/Social Skills Development
Pirate Quest Summer Program stresses the importance of strong social awareness, relationships, problem-solving, and responsible decision-making skills and sets time aside for students to review and practice these skills to ensure their successful transition to secondary education and adulthood. During this time, students will work on community building; developing pro-social, listening and communication skills; understanding others’ perspectives; managing anger and aggression; resolving conflicts; developing character; making decisions; avoiding peer pressure; understanding culture; respecting differences; and avoiding stereotypes.
Physical Fitness
Elementary students in Pirate Quest Summer Program will participate daily in physical fitness activities and Action Based Learning in our ABL Lab.
Orientation & Showcases
Parent/guardian participation IS REQUIRED during the following activity:
Parent/Student Orientation: This one (1)-hour spring event is designed to provide parents with information about Pirate Quest Summer Program policies and schedules. Parents/guardians will have the opportunity to meet staff, learn about the Program offerings and activities throughout the summer, and ask questions.
Parent/guardian participation is expected during the following activity:
Summer Student Showcases: During this event, students will have the opportunity to publicly display to their parents/guardians and others in the community the projects and crafts they have worked on in enrichment classes during the summer.
At least one parent/guardian of each registered student should attend these events. Dates and locations will be provided in notifications sent home with students and/or emailed to email addresses provided on Program forms.
Student Attire
School dress code will be followed while participating in Pirate Quest Summer Program at the school site or on Program field trips.
Personal Items
Since we cannot guarantee the safe return of personal belongings, Pirate Quest Summer Program asks that any personal possessions be left at home. Students do not need to bring a backpack or any other items unless asked to for field trips or projects. If a student brings any personal possessions they will be collected and can be picked up on June 23, 2023.
Telephone Use by Students
Students are not allowed to bring cell phones to Pirate Quest Summer Program. If a student needs to convey a message to a parent, the staff will be happy to help them. Parents are welcome to call the Program to speak to the Program Director about questions or concerns regarding their children.
HEALTH POLICY
Student's Illness / Accident / Emergencies
If a student becomes ill or is injured during the Pirate Quest Summer Program or exhibits any of the following conditions, his/her parent/guardian or emergency contact person will be contacted and asked to pick up the student within one hour of notification:
§ contagious disease
§ fever over 100 degrees Fahrenheit
§ vomiting or diarrhea
§ accident requiring medical attention
§ head lice
If a student is in need of urgent hospital attention, staff will call 911, the student will be transported to the hospital by ambulance, and the student's parent/guardian will be held responsible for all costs incurred.
Please report any changes of emergency contact information, employment, telephone numbers, or addresses to the Program Director as soon as they become available. Although this information will be kept confidential, it will be shared with appropriate staff members to facilitate communication with parents or guardians in emergency situations.
Abuse and Neglect Policy
The Program staff members are mandated reporters and as such, are required by law to report all suspected instances of abuse or neglect to the Oklahoma Department of Human Services (DHS).
BEHAVIOR MANAGEMENT POLICY
The parents, students and staff of Pirate Quest are asked to treat each other with respect, tolerance, kindness, and consideration. Students must exhibit professional, respectful classroom conduct at all times and will be asked to leave a class or activity for inappropriate behavior, including yelling, using profanity or fighting.
The following procedures will be followed consistently in the event participants behave unacceptably:
a) First offense: The Lead Teacher will discuss the problem with the student and the student’s parent/guardian.
b) Second offense: The Program Director will discuss the problem with the student and the student’s parent/guardian.
c) Third offense: The Program Director will discuss the problem with the student and the student's parent/guardian and the student will be dismissed for the Pirate Quest Summer Program.
NOTE: Serious or disruptive/destructive behavior that interferes with normal Program operation will not be tolerated and will result in immediate dismissal with no previous notice to a parent/guardian.
Any inappropriate behavior by a parent, including verbal abuse of a student or staff member or confrontations with staff members in the presence of a student, is grounds for termination of the family’s participation in the Program without notice. A suspension or termination decision may be appealed by contacting the Program Director.
COMMUNICATION
Pirate Quest maintains an open door policy. Please feel free to direct questions or concerns related to any facet of the Program to the Program Director at any time. Any questions regarding policies, staffing, activities, or a student’s participation in the Program may be directed to the Program Director, Robyn Gillham at 918-647-7753
If a concern involving a staff member arises, please speak directly to the staff member involved. If the matter cannot be resolved directly with the staff member, the Program Director and Lead Teacher will meet with the staff member and arrange a meeting with the staff member and parent to discuss and resolve the concern.
The first priority of the staff is to focus as much attention as possible on the students. In order to meet the needs of the students and the staff during Program hours, we ask that parents limit their conversation with Program staff members to subjects involving their children. The Site Coordinator or Program Director is available to answer all other questions that arise. Please feel free to call us at any time.