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Executive Director: Rebecca Tenpenny director@pagosacommunityinitiative.org

Youth Programming Director: Randye Taylor randye@pagosacommunityinitiative.org

-Pagosa Community Initiative’s After School Program Caregiver Handbook-

Welcome to the Pagosa Community Initiative!

We are excited to welcome you and your participant to the PCI After School Program! As a proud member of the Family Resource Center Association and a registered non-profit organization, we are dedicated to providing a safe, enriching, and supportive environment for youth after school. Our program, funded by the 21st Century Community Learning Centers Grant, offers a variety of activities designed to support your participant’s well-being, growth, and academic success while allowing FUN!

Our Mission

At PCI, our mission is to create interactive opportunities that honor culture and diversity, enhancing wellness and engagement for a better quality of life in Archuleta County. We achieve this through programs, projects, research, education, and professional development with a trauma-informed approach.

Program Goals

• Quality Care: Provide a safe, caring environment where every youth feels welcomed and valued.

• Cultural Awareness: Increase awareness of local heritage and foster curiosity about different cultures.

• Youth Development: Support the development of self-esteem, character, and social skills.

• Love for the Outdoors: Encourage a connection with nature and an appreciation for local sites.

• Community Engagement: Expand the sense of community and enrich knowledge about the Pagosa area.

• FUN!- We want all participants to have an enjoyable, fun transition experience between the structures of School to the comfort of home. 

Program Overview

While PCI’s After School Program operates on the premises of Pagosa Springs Elementary School, it is important to note that this program is independent of the Pagosa Springs School District. All communication regarding the After School Program should be directed to PCI staff.

Hours: Mon-Thursday after school until 5:30 & Friday after school until 4:30 PM
Location: Pagosa Springs Elementary School (Elementary aged students) & The Studios-550 B Hot Springs Blvd (Middle School aged students)
Late Pick-Up: $10 donation to PCI for every 20 minutes past 4:30 PM. Consistent lateness may require alternative arrangements.

Drop Off and Pick Up Procedures

Sign Out: Caregivers must sign out their participant in person. Children will only be released to individuals listed on the enrollment forms. A photo ID may be required.

No Walk-Outs: Under no circumstances should a child be contacted by an adult, even a guardian, and asked to walk out of programming without proper in-person check-out. Please ensure that time for this is allotted. 

School Closures

The PCI policy on inclement weather or other emergency closings (snow, ice, electrical, heat, etc.) affecting PCI’s afters-school will be:  

1. If school is closed, for any reason, we will not have a program. 

2. If schools close during the regular school day, we will not offer PCI’s after-school camp. On occasion, schools may close during the day due to weather, lack of water, heat, or electricity. If this occurs, there will be NO after-school programming. 

3. If school is open all day during bad weather, we will try to hold our PM program, but we do ask parents to pick up their children as soon as possible to allow staff safe travel home.

4. If inclement weather occurs at the end of the school day or after school, we may be forced to close for safety reasons and ask that you pick your participant(s) up early. 

All closures will be communicated via Brightwheel and email. Please ensure that notifications are enabled. 

 

Activities and Snacks

Healthy snacks are provided, and children may also participate in preparing snacks as part of our program. Please inform us of any food allergies and update this information in your child’s Brightwheel account.

Attendance Policy

Regular attendance is crucial for your child to fully benefit from our program and to support their academic and social development. Consistent attendance also helps us maintain the funding that allows us to offer this program at no cost to families. By ensuring your child attends regularly, you are helping PCI continue to receive the necessary funding to provide free services to the community.

Limited Spaces:
Our program has a limited number of spaces available. To ensure that every spot is utilized effectively, we closely monitor attendance. If a child has three consecutive unreported absences or shows a pattern of inconsistent attendance, their space may be reassigned to another child on our waiting list.

System for Reassignment/Unreported Absences:

• Notification: After three consecutive unreported absences, we will contact you to notify you that your child’s space MAY be reassigned to another participant on the waiting list.

• Reassignment: If attendance does not improve, your child’s spot WILL be offered to another individual on our waiting list. You may reapply for the program, and be placed back on the waiting list for future openings.

This policy ensures that all available spaces are used effectively, allowing more youth in our community to benefit from the program.

Reporting Absences: Archuleta School District does not communicate absences to PCI. Please notify PCI of any planned absences in advance. For unplanned absences due to illness or emergencies, contact us as soon as possible via phone, email, or Brightwheel.

Data Collection: To comply with our grant requirements, we will collect data on all participants academic progress, including grades. This data helps us evaluate the program’s effectiveness and ensures we are meeting the goals of the 21st Century Community Learning Centers Grant. All information will be handled confidentially and waivers for data sharing between Archuleta School District and PCI will be sent out. 

Health and Safety

Illness: Children should not attend if they have a fever (100℉ or higher), rash, diarrhea, hacking cough, or any contagious illness. We follow a 24-hour return policy for fever or vomiting.

First Aid and Emergency Procedures

At Pagosa Community Initiative, safety is our top priority. Our staff are trained in first aid and emergency procedures to handle various situations.

Minor Injuries:

• On-Site Treatment: Minor injuries like small cuts or bruises will be treated on-site by our staff using basic first aid.

• End-of-Day Reporting: Parents will be informed about minor injuries at the end of the day during pick-up, with details on the incident and any follow-up care needed.

Serious Injuries:

• Immediate Action: For serious injuries, such as deep cuts, broken bones, or significant pain, staff will provide immediate first aid.

• Head Injuries: Any head injury, no matter how minor, will result in immediate parent contact due to the potential risks.

• Guardian Notification: For serious injuries, including head injuries, guardians will be contacted immediately with a clear description of the incident and first aid administered.

• Hospital Transport: If the injury is severe, we will arrange for transport to the nearest hospital without delay, keeping parents informed every step of the way.

Documentation:

• Incident Report: An incident report will be completed for any injury, with a copy provided to parents.

Follow-Up:

• Monitoring: We will closely monitor them after any injury, especially head injuries, and keep guardians updated on any changes.

Toilet Training: To remain in the Pagosa Community Initiative’s After School Program, all attendees must be fully toilet trained. This requirement ensures the health, safety, and well-being of all participants and allows our staff to focus on providing engaging and enriching activities.

Toilet Training Expectations:

• Independence: Participants should be able to use the toilet independently, including managing their clothing, wiping, and washing their hands.

• Hygiene: Youth are expected to manage their personal hygiene without assistance from staff.

• Accidents: We understand that occasional accidents can happen. However, if a participant has frequent accidents, we may need to discuss whether the program is the best fit for their current needs. In such cases, guardians may be asked to consider re-enrollment at a later date when the youth is more comfortable using the toilet independently.

Staff Role:

• Supervision: Staff will ensure that youth have regular opportunities to use the toilet, but they will not accompany attendees to the restroom or assist with any toileting activities.

• Support: Staff will provide verbal support and reminders as needed but will maintain appropriate boundaries to ensure privacy and independence.

This policy is in place to create a safe, healthy, and comfortable environment for all  in our program. If you have any concerns or questions about the potential participants readiness for the program, please contact the Program Director to discuss them further.

Discipline Policy

When a discipline issue presents itself, we initiate the following steps to ensure that every program participant understands the importance of their behavior in maintaining a safe and fun program for everyone:

1. Redirection:

   • The youth is gently guided to a different activity or behavior to prevent escalation.

2. Verbal Warning:

   • A staff member will calmly explain the inappropriate behavior and remind the youth of the expected behavior.

3. Reflection Time:

   • If the behavior continues, they  will have a brief "reflection time" where they can step away from the activity to calm down and consider better choices. A staff member will discuss with the youth why this time is necessary and guide them through understanding and correcting their behavior.

4. Disciplinary Write-Ups:

   • For repeated or more serious offenses, a disciplinary write-up will be completed. The staff will explain to the youth the reasons for the write-up and involve them in understanding the consequences of their actions. This write up will be briefly mentioned to the legal guardian. 

5. Guardian Involvement:

   • If the behavior persists, a staff member will discuss the issue with the legal guardian to collaborate on a solution. A conference involving the staff, attendee, director, and/or guardian may be arranged to create a plan for improving behavior.

6. Escalation Process:

   • 1st Offense: Verbal warning.

   • 2nd Offense: Age-appropriate time-out.

   • 3rd Offense: Staff/participant/Director and/or Parent Conference – Incident Report.

   • 4th Offense: Suspension, with the length determined by the director. The guardian will be informed of the decision.

7. Note: Some offenses may result in immediate suspension or termination of participation, depending on the severity of the behavior.

Serious Behavioral Issues:

If a participant’s behavior poses a risk to their own safety or the safety of others, guardians will be contacted immediately for pick up. Such behavior may lead to removal from the program and will be handled on a case-by-case basis.

Prohibited Behaviors:

Participants are expected to follow the rules to maintain a safe and respectful environment. Prohibited behaviors include, but are not limited to:

• Being in the “office” or behind the desk without permission.

• Misuse of equipment (e.g., throwing, standing on chairs or tables, banging equipment).

• Running indoors.

• Disturbing program areas or groups.

• Using phones without permission.

• Refusing to follow directions from staff.

• Violating safety rules (e.g., throwing objects, playing on bleachers).

• Name-calling, obscene gestures, use of racial slurs, and inappropriate language.

• Leaving the assigned group or area without permission.

• Being directly disrespectful to staff or volunteers.

• Using abusive language toward staff or volunteers.

• Provoking or instigating fights on PCI property or during events and field trips.

• Physically striking another participant.

• Fighting on property or field trips.

• Stealing, misusing, destroying, or damaging property.

• Vandalism of PCI property or equipment (e.g., defacing walls or equipment).

• Deliberately spitting on or biting another participant.

• Leaving PCI premises without permission from a parent and staff.

• Deliberately putting hands on another participant.

No Corporal Punishment:

At no time will staff use corporal punishment as a means of discipline. Instead, staff members will model positive behavior management techniques and respectful communication.

This policy ensures that our program remains a safe, positive, and enjoyable environment for all children, helping them to grow and develop in a nurturing setting.

TOP 10 RULES

1. RESPECT the camp, others and yourself. 

2. LISTEN to staff and volunteers. Always follow directions. 

3. HORSEPLAY, FIGHTING & BULLYING are not tolerated. FOUL LANGUAGE and obscene gestures are not tolerated. 

4. Wear appropriate attire. 

5. Play SAFE, play FAIR. Report any problems to staff immediately.

 6. DO NOT RUN in any areas of the camp, except outside. 

7. Be RESPONSIBLE for the camp games, equipment and furnishings. 

8. Help keep the camp CLEAN. Clean up after yourself. 

9. DRINK AND EAT only in the designated snack area. 

10. Have FUN! 

 

The following are not permitted 

1. Profanity 

2. Fighting 

3. Misuse of equipment, supplies, facility, vehicles, etc. (Guardians may be held responsible for replacement or repair of damaged equipment) 

4. Disrespect towards staff/members/volunteers/etc. 

5. Alcohol, tobacco, or other drugs 

6. Unsportsmanlike conduct 

7. Inappropriate attire (for safety reasons, including sandals, sagging or displaying inappropriate messages) 

8. Weapons of any type including bullets and casings.

 

Discipline Approach:

• Understanding Behavior: We view challenging behavior as a form of communication and strive to address its underlying causes.

• Restorative Conversations: Encourage youth to take responsibility for their actions through guided conversations.

• Time-Outs: Used as a last resort for unsafe behavior, time-outs provide a brief break for them to regain control.

• Parent Involvement: We communicate openly with parents to develop consistent strategies at home and in the program.

Ongoing Support:

• Staff monitor progress and provide personalized support for participants with ongoing behavior challenges.

• If behavior continues to create health or safety hazards for others, a break from the program or dismissal may be necessary and is at the discretion of Directors.

 

Communication Policy

At Pagosa Community Initiative (PCI), maintaining clear, professional, and secure communication with our families is a top priority. To ensure that all interactions are handled appropriately and that everyone is kept informed, we have established the following communication guidelines:

Approved Communication Channels:

1. Brightwheel App:

   • Primary Communication Tool: The Brightwheel app is our primary platform for daily communication, including updates on your child's activities, attendance, and any immediate notifications. We encourage all guardians to regularly check Brightwheel for messages and updates from our staff.

   • Instant Messaging: For quick questions or updates during program hours, you can use the messaging feature within Brightwheel to contact PCI staff.

2. Email:

   • For Detailed Communication: Email is used for more detailed communications, including newsletters, policy updates, event information, and any concerns or questions that require more thorough responses. Please ensure we have your current email address on file and check your inbox regularly for important information from PCI.

   • Direct Contact: Emails can be sent to the program director and staff through the provided PCI email addresses. We aim to respond to all emails within 24-48 hours during business days.

Private Numbers and Personal Communication:

• No Private Number Communication: To maintain professional boundaries and ensure the safety and privacy of all parties, PCI staff will not communicate with guardians via personal phone numbers. All communication must be conducted through the Brightwheel app or official PCI email accounts.

• No Social Media Communication: Staff are also prohibited from connecting with guardians or students via personal social media accounts. All communication should remain within the approved channels mentioned above.

Emergency Communication:

• Urgent Matters: In the event of an emergency, PCI staff will use Brightwheel to send urgent alerts. If necessary, we will also reach out via email or phone using the contact information provided on your child's enrollment forms.

By adhering to these communication guidelines, we can ensure that all interactions are professional, secure, and in line with our commitment to maintaining a safe environment for both staff and families. We appreciate your cooperation in using the approved channels for all communications with PCI.

Respectful Communication Policy

At Pagosa Community Initiative (PCI), we are committed to fostering a positive, respectful, and supportive environment for all participants, families, and staff members. We believe that clear and courteous communication is essential to maintaining this environment.

Key Guidelines:

1. Respectful Interaction:

   • All communication, whether in person, over the phone, or in writing, should be conducted with respect and professionalism. We expect all guardians, family members, participants, and staff to interact with each other in a manner that is kind, constructive, and considerate.

2. Zero Tolerance for Verbal Abuse:

   • PCI has a zero-tolerance policy for any form of verbal abuse, including yelling, threatening language, or any behavior that is intimidating or disrespectful. This applies to caregivers, staff, and participants.

3. Consequences for Violations:

   • First Incident: If a guardian or participant engages in verbally abusive behavior, they will receive a formal warning from the program director.

   • Repeated Incidents: If the behavior continues, it may result in temporary suspension from the program.

   • Severe or Ongoing Abuse: In cases of severe or ongoing verbal abuse, the individual may be permanently removed from the program.

 

Tutoring Program

As part of our commitment to supporting academic success, all children enrolled in our After School Program will participate in a tutoring program. PCI has partnered with “Education is Life” to bring this amazing service to our youth. This program will be led by the EIL organization, with assistance from high school interns who will act as role models and mentors. The tutoring sessions will be designed to be engaging and enjoyable, helping children improve their academic skills while fostering positive relationships with older peers.

Family Support and Resources

As a family resource center, we are committed to supporting you in any way we can. We offer access to on-site therapists and a range of resources to help address various needs, including educational materials, health services, and community programs. If you need support, please reach out to us. We are here to help and provide a safe and supportive environment for your family.

Handle with Care Policy

At Pagosa Community Initiative (PCI), we are committed to the well-being of all youth and families in our care. We understand that youth may sometimes face challenging situations outside of our program that can affect their behavior, emotions, and overall experience while they are with us. Our Handle with Care Policy is designed to ensure that we are aware of and sensitive to these circumstances, allowing us to provide the best possible support to each individual.

How the Handle with Care Policy Works:

1. Notification:

   • If a participant has experienced a difficult situation (such as a family crisis, loss, or traumatic event) that may impact their behavior or emotional state, we encourage caregivers/guardians to inform us discreetly. This can be done through a quick note, phone call, or email to the program director or a trusted staff member.

2. Sensitivity and Support:

   • Our staff will be alerted to "handle with care" without needing specific details. This means they will approach interactions with the child with extra sensitivity, understanding that the youth may need more patience, support, or space during their time in the program.

3. No Judgment, Just Care:

   • The focus of this policy is on providing care and understanding, not on disciplining or addressing the root cause of the distress. Staff will offer a supportive environment where the participant can feel safe, respected, and valued.

4. Confidentiality:

   • Any information shared by the caregiver/guardian regarding the situation will be kept confidential and only shared with relevant staff members on a need-to-know basis.

5. Follow-Up:

   • If the situation continues to affect the child over an extended period, the program director may follow up with the caregiver/guardians to discuss additional support options, such as referrals to counseling services or other resources.

By implementing the Handle with Care Policy, PCI aims to ensure that all receive the compassion and support they need during difficult times. This policy allows us to foster a nurturing environment where every youth feels understood and cared for, even on their hardest days. 

 

Mandated Reporting

PCI is a Mandated Reporting Agency. Staff are required to report suspected child abuse, neglect, or exploitation to the Colorado Department of Human Services. If you witness or suspect abuse, call the Colorado abuse hotline at 844-CO-4-KIDS.

Smoke-Free Environment

PCI is a smoke-free environment. Smoking is prohibited in all buildings, on premises, or at any PCI events. Staff cannot smoke where participants are present.

Inclusion Policy

PCI embraces an inclusive approach, providing opportunities for all children to participate in all aspects of the program. Caregivers are encouraged to share a copy of their child’s IEP for better service. However, PCI is not equipped to handle severely aggressive behavior, and persistent aggressive behavior may lead to removal from the program.

Complaint Procedures

If you have any concerns or issues, please address them directly with the Executive Director or Youth Program Director Listed at the beginning of this handbook. We are committed to providing a safe and enjoyable learning environment and value your feedback. We ask that all communications remain respectful and constructive, with the goal of working together to resolve any issues in a positive and supportive manner.

Photos and Videos

PCI staff may photograph or video participants during activities. If you do not want your youth to be photographed or included in videos, please contact info@pagosacommunityinitiative.org or the Program Director to request a Media opt-out form.

Thank you for choosing the Pagosa Community Initiative for your after-school enrichment. We look forward to an exciting and fulfilling experience together!