Handbook

The School Information section includes information about the following:

• School Hours
• Early Room
• The School Day
• All School Late Start Days
• Extended Day
• Drop-Off & Pick-Up Procedures
  • General Safety Guidelines
  • Morning Arrival Procedures
  • Afternoon Arrival Procedures
  • Late Arrival Procedures
  • Early Departure Procedures
• School Closures
• Attendance
• Family Involvement
• Homework
  • Time Guidelines
  • Student's Role
  • Teacher's Role
  • Family's Role
• Field Trips And Student Transportation
• Food And Drinks
  • Water Bottles
  • Daily Snacks
  • Special Celebrations
• Lost & Found

School Hours

• Early Room - 7:45-8:10 a.m.
• Student Arrival/Homeroom - 8:10-8:30 a.m.
• School Day - 8:30 a.m. - 3 p.m.
• Preparation for dismissal - 3-3:10 p.m.
• Student Dismissal 3:10-3:25 p.m.
• Extended Day hours: 3:10-6 p.m.
• Primary and Intermediate Buildings Office Hours: 7:40 a.m. - 4 p.m.

Early Room - 7:45 - 8:10 a.m.

The Pembroke Hill School offers a complimentary early room option beginning at 7:45 a.m. for lower school families who need before-school childcare. Kindergarten through second grade students gather in the Primary Building's McNeely Library, and third through fifth grade students gather in the Intermediate Building's Dickey Library. Pembroke Hill faculty and staff provide supervision for the early room on a rotating basis.

School Day - 8:30 a.m. - 3 p.m.

Lower school students begin their school day at 8:30 a.m. and end at 3 p.m. Lower school classes begin their morning meetings and classwork promptly at 8:30 a.m. Arriving late can cause unnecessary stress for your child and result in lost learning time. A late arrival can also be disruptive to the classroom learning environment. It is important that families develop morning routines that allow for a prompt arrival each day, ideally by 8:25 a.m., so students have time to walk to their classrooms and put their belongings away.

All-School Late Start Days - 10 a.m. - 3 p.m.

Late start days occur on the first Thursday of each month (except November and January) and allow time for our full faculty and staff to engage collaboratively in professional learning.

On these days, classes begin at 10 a.m. Because all faculty and staff will be involved in the school-wide professional learning sessions, before school childcare is not available on these dates. Students should NOT be dropped off before 9:40 a.m.

All School Late Start Days for the 2022-23 school year are:

• Sept. 1
• Oct. 6
• Dec. 1
• Feb. 2
• March 2
• April 6
• May 4

Extended Day - 3:10-6 p.m.

The Pembroke Hill School offers an Extended Day program to students on the Wornall Campus from 3:10 to 6 p.m., each day. The purpose of this program is to provide a safe, nurturing environment with a wide variety of age-appropriate activities for students.

Extended Day for early childhood and grades K-2 includes both organized and free play activities. Grades 3-5 have a study hall period from dismissal until 4:30 p.m., Monday through Thursday, to provide students an opportunity to complete their homework before leaving campus. Extended Day staff members are available to assist students when necessary.

Students in kindergarten through fifth grade may enroll in after-school enrichment classes and clubs. These classes are designed to engage students in activities with their peers and include a variety of topics. Multiple types of Extended Day contracts are available in the Parent Portal.

Families who wish to use Extended Day on a drop-in basis should contact the auxiliary office at 816-936-1380, as well as the student’s teacher.

Drop-Off And Pick-Up Procedures

General Safety Rules
For the safety of our students, faculty and staff, all drivers are expected to:

• Obey the driveway speed limit of 5 miles per hour;
• Drive cautiously at all times;
• Follow the directions of our security personnel and faculty/staff;
• Adhere to the designated traffic flow patterns;
• Refrain from using cellphones;
• Load children on the side away from traffic unless assisted by an adult; and
• Demonstrate patience, respect and courtesy.

Morning Arrival Procedures - 8:10 - 8:30 a.m.
Children may be dropped off at either the 50th Street or 51st Street loading zones. Parents should remain in their cars. Teachers are on duty at both locations and in the courtyard to greet children and assist them as needed.

The environment of the hallways and classrooms during “drop off” sets the tone for the rest of the day. Teachers need to be available to greet and connect with students. Students need the opportunity to develop independence, take responsibility for their belongings, greet friends, and settle into the morning routine. To ensure our students and teachers are able to attend to their responsibilities in a calm, focused environment, students should be dropped off and enter the building independently.

Students should exit on the curbside of the car (passenger side for the 50th Street loading zone and driver’s side for the 51st Street loading zone).

Do not leave cars unattended in the drop-off zone or park in the fire lane.

Afternoon Dismissal Procedures - 3:10-3:25 p.m.
To ease congestion and facilitate a safe and efficient dismissal process, we have modified the dismissal times for early childhood and lower school.

• 2:50 - 3:05 p.m. - Early childhood students without lower school siblings
• 3:10 - 3:25 p.m. - Lower school students and early childhood students with lower school siblings

Families with lower school students should not arrive on the Wornall Campus before 3:05 p.m., as this will interfere with the initial early childhood dismissal. Lower school families may begin filling the car line at 3:05 p.m., and dismissal will begin promptly at 3:10 p.m. If you arrive before 3:05 p.m., please wait in Loose Park.

Please do not line up on 50th Street or 51st Street prior to 3:10 p.m. This is extremely unsafe and also leads to a great deal of frustration for our surrounding neighbors. If the pickup lines are full, please circle around the block or wait in Loose Park.

Lower school students will not be dismissed between 2:45-3:10 p.m. If a student needs to leave early for an appointment, they will need to be picked up prior to 2:45 p.m. This is to ensure the initial early childhood dismissal process flows smoothly and ends on time.

Dismissal Zones
All Wornall Campus siblings stand together at dismissal time, so cars only stop once to pick up children. In most cases, this means that all siblings in a family will be stationed at the youngest child's dismissal zone. The only exception is second graders with siblings in third-fifth grade.

• Front Lot - Early Childhood Zone
  • EC students
  • K-5 students with EC siblings
• Front Lot - Intermediate Building Zone
  • 3rd-5th graders without EC or K-1 siblings
  • 2nd graders with 3-5 siblings
• Back Lot - Primary Building Zone
  • Kindergartners without EC siblings
  • 1st graders without EC siblings
  • 2nd graders who do not have an EC or 3rd-5th sibling
  • 3rd-5th graders with kindergarten or 1st grade sibling

Late Arrival Procedure
If you arrive after the regular drop off times, you may either

• Remain in your car and call the division office. A staff member will come to your car and accompany your child to the classroom.
• Accompany your child to the front office in the appropriate building (Primary for K-2 and Intermediate for 3-5). Please do NOT go directly to the classroom. To ensure our students safety and accurate attendance records, all students need to check in with the administrative assistant in their building before going to class. To minimize the disruption of a late arrival, students will go to the classroom on their own or with a member of our staff once they are checked in.

Early Departure Procedure
If you need to pick your child up during the school day, please notify your child’s homeroom teachers and the division office in advance, so your child can be ready when you arrive. When you arrive, you may either:

• Remain in your car and call the division office. A staff member will accompany your child to your car; or
• Come to the front office in the appropriate building (primary for K-2 & intermediate for 3-5) to pick up your child. Please do NOT go directly to the classroom, playground, etc. For safety reasons, our administrative assistants need to sign students out when they are leaving campus.

School Closures

Parents will receive an email, text message and voicemail about emergency school closures, including delayed starts. Please note that during high cell phone use time periods, the receipt of text messages may be delayed. Messages will also be placed on the school’s website, pembrokehill.org, school portals and social media channels. Parents may call the school’s main number (816-936-1200) to hear a recording. Additionally, announcements will be made through local television, radio and news outlets. On busy news mornings, these announcements may take a while to actually air on these outlets. In the event no announcement is made, school will be in session.

Attendance

Lower school teachers engage their students in rich and meaningful experiences. As they observe and work with the students, they adapt their instruction to meet group and individual needs. Discussion and collaboration enrich the learning experience as students learn from and build off of each other’s contributions. The power of these interactions cannot be replicated when a student misses school. Therefore, we expect students to attend school regularly and arrive promptly.

While regular attendance is important, your child should NOT attend school when ill. In addition to putting other community members at risk, children are not able to do their best learning when they do not feel well. In case of illness, please call or email your child's homeroom teacher and the administrative assistant for your child's building between 7:45 and 8:30 a.m.

We expect families to prioritize regular attendance and plan travel during scheduled school vacations. However, we recognize that extenuating circumstances (i.e., weddings, funerals, graduations) may necessitate time away from school. In the case of an anticipated absence, please notify your child’s homeroom teacher and the lower school division head as early as possible. Because lower school teachers continually adapt and adjust instruction to meet students’ needs, it is impossible to anticipate everything your child will miss. While your child’s teachers may provide some work to complete during the absence, your child will have additional work to complete upon return to school and some of the learning experiences your child misses will be impossible to “make up.”

The school strongly encourages you to schedule appointments for your child outside of the school day. Even partial day absences result in missed learning opportunities.

Family Involvement

We value the partnership between home and school and enjoy having our families participate actively on campus. For the safety of our entire community, all visitors should check in with the administrative assistant in the front office of the Primary Building or Intermediate Building.

We expect that all visitors will contribute positively to the learning environment and avoid causing any disruptions. This includes catching your child’s teacher for a “quick conversation” during the school day. Our faculty are always more than happy to schedule a conversation with you for a time when they can give you their undivided attention.

Our families have a wealth of knowledge, skills and personal experiences, and we love when you share these with our students. Please contact your child’s teacher or the lower school division head if you have a topic or area of interest/expertise that you would like to share with our students. Other opportunities to participate in your child’s classroom experience, such as being a Mystery Reader or helping with a special project, will be communicated by the classroom teachers.

Involvement in, and support of, school programs strengthens the entire curriculum and school community. There are many opportunities to volunteer in our classrooms and special programs, including both one-time and ongoing commitments. Please contact Sandra Rodriguez, director of parent programs, at 816-936-1225 for more information.

Homework

In the lower school, we recognize that our students are actively engaged in learning throughout the day and need time for relaxation and play after school. However, we also know that homework offers students the opportunity to:

• Study for tests;
• Practice skills;
• Learn time management;
• Learn self-discipline;
• Gain organizational skills;
• Research or expand knowledge base;
• Read for enrichment; and
• Go above and beyond what can be accomplished during the school day.

Time Guidelines
It is difficult to say how much homework a child will have. The time spent on homework depends on a variety of factors including a student’s processing and organizational skills. With this said, teachers should assign no more than 10 minutes X the child’s grade level for homework tasks each night. For example, a second grader should expect no more than 20 minutes of homework (10 X 2), while a fourth grader should expect no more than 40 minutes of homework (10 X 4). If your child is consistently spending more than this amount of time on homework, please reach out to the teacher so you can work together to determine a solution.

Reading is also an essential part of learning. Students are strongly encouraged to make reading a part of their daily routine. This routine may include reading independently, reading to/with an adult and/or being read to by an adult.

Student’s Role
The ultimate responsibility for homework lies with the student. Students should write down homework assignments, make sure they understand expectations, take home the necessary materials, complete their homework and return it to school.

While completing homework, students are expected to organize assignments, including reading and studying for tests, and self-regulate the completion of all homework, whether it is written or not. Students are also expected to produce quality work -- work that demonstrates understanding of the assignment and is legible, complete, neat, accurate and aesthetic.

Teacher’s Role
The teacher assumes certain responsibilities to ensure that students transfer knowledge and skills learned in school to solving problems outside of school. The teacher should:

• Remind students of the characteristics of quality work;
• State expectations clearly and outline procedures to be followed to ensure successful completion of each assignment;
• Help students learn to use their planners to become more organized, independent and proficient;
• Individualize assignments for some students when necessary;
• Communicate with resource teachers to avoid overlap of tests or major projects; and
• Assign homework that is meaningful and purposeful.

Family’s Role
Parents and caregivers’ attitudes about homework and their support in providing the time and place to complete homework assignments greatly affect a child’s success with this ongoing responsibility.

Suggestions for how to be most effective in helping your child with homework assignments are as follows:

• Read and understand the school’s general homework policy.
• Share any concerns you may have about the amount or type of homework assigned with your child’s teachers.
• Provide a regular time, suitable study area and the necessary tools (for example: paper, pencils and reference books) for your child to complete homework assignments.
• Strike a reasonable balance among extracurricular activities, leisure activities, family time and time for homework.
• Be available to help with an occasional question and to review completed assignments if asked.
• Praise your child’s efforts.
• Remember: It’s your child’s homework, not yours! Direct parental involvement in specific assignments should be kept to a minimum.

Field Trips & Student Transportation

Extending students’ learning beyond the classroom is an important component of the lower school program. Teachers plan field trips throughout the year to extend students’ learning, allow students to apply their learning to the “real world” and build a stronger classroom community.

We use school vans or buses equipped with seat belts to transport the students and teachers on field trips. If the destination is nearby (i.e., Loose Park or Country Club Plaza), students and teachers may walk rather than use vehicular transportation.

Details about the date, time and location of the field trip as well as the mode of transportation will be communicated to families in advance. Permission slips are NOT necessary for each trip. Rather families give permission to participate in field trips and be transported according to the school’s Student Transportation Policy through the Parent Portal as a part of the enrollment/re-enrollment process. It is each family’s responsibility to ensure these permissions are updated each year.

Some field trips offer the opportunity for volunteer helpers. For safety reasons, only adult family members may serve in this role; volunteers may not bring additional children or guests with them. Volunteers are expected to remain fully focused on the children and engaged in the planned activities throughout the trip.

Food & Drinks

Water Bottles
Students should bring a refillable water bottle to school each day. Filling stations are available throughout the lower school. Water bottles should contain only water. Other beverages, such as juices, sodas, teas, and sports drinks are not allowed.

Daily Snacks
The school provides a daily snack for primary students (K-2). Students in grades 3-5 enjoy the privilege and responsibility of bringing a snack from home. These snacks must be nut-free and stored in a sealed bag or container. Families should select healthy, nutrient-dense snacks that will satisfy the student’s hunger. Examples of appropriate snacks include fresh fruits and vegetables, dried fruit, cheese, granola/protein/breakfast bars, sausage or cold cuts, crackers or pretzels. Students may not bring gum, candy, cookies (or other baked treats), donuts, or chips.

Special Celebrations
Due to the prevalence of food allergies, dietary restrictions, and family preferences, we strive to minimize celebrations that involve food. Treats for celebrations, such as classroom parties, should be coordinated with and approved by your child’s homeroom teacher in advance.

Lost & Found

Please clearly label all clothing and belongings with your child's first and last name. Items with names can easily be returned to the student. Items without names will be delivered to one of the lower school lost and found boxes.

The main lower school lost and found box is in the Deramus Field House. Smaller lost and found boxes are located in both the Primary and Intermediate Buildings. Items from each building are sent to the Field House on a regular basis. Families are encouraged to check the lost and found areas regularly. Unclaimed items are donated to charity at the end of each trimester.

The Security, Safety & Discipline section includes information about the following:

• Visiting Campus
• Student Release
• Emergency Drills
• Weapons Policy
• Bullying Policy
• Philosophy of Student Discipline
• Lower School Code of Conduct
• Lower School Dress Code
• Technology Responsible Use Guidelines
• Phones and Electronic Devices
• Outdoor Play Policy
• Religious Observance Policy

Visiting Campus

The safety of our students, faculty and staff is our highest priority. To this end, it is important that we know who is on campus and in our buildings at all times. Visitors, including students’ family members, are expected to sign in and out with the administrative assistant when entering and leaving a building. Even if you are just popping in to drop something off for your child, please check in with the front office of the building on your way in.

Student Release

We will not release your child to anyone other than a parent/guardian without your written permission. Please remember to notify your child’s teacher and the administrative assistant in your child’s building if someone other than a parent/guardian will be picking your child up from school. We may ask for identification from the individual picking up your child.

If you need to pick your child up during the school day, please be sure to allow plenty of time and sign your child out with the appropriate administrative assistant (Primary Building for K-2 and Intermediate Building for 3-5).

Emergency Drills

Fire, tornado and lockdown drills are scheduled at various times of the day throughout the year. These drills ensure our students, faculty and staff are familiar with the appropriate practices should an emergency occur. Your child may come home and discuss the drills with you. If you have any questions, please do not hesitate to contact your child’s teacher or the lower school division head.

Weapons Policy

No student or visitor to campus or school-sponsored functions regardless of where held may possess, transport, display, offer for sale, barter, use, threaten to use or exchange any gun, bomb, knife or other dangerous weapon, or any object that might have a reasonable “look-alike” resemblance to a dangerous weapon. A dangerous weapon may be defined as any object that may cause a serious injury or fatal wound. Uniformed members of law enforcement may carry a visible weapon.

Violations of this policy will result in discipline consequences and could include notification of the Kansas City, Mo., Police Department and expulsion.

Bullying Policy

The Pembroke Hill lower school seeks to provide and maintain a community marked by compassion and respect. The bullying policy set forth is designed to fairly and effectively address bullying and retaliation.

This plan is intended (1) to create an inclusive environment for all students; (2) to reduce bullying among our students; (3) to encourage students and their parents to come forward promptly whenever a student is subject to conduct that is prohibited by this or any other school policy; and (4) to implement appropriate discipline and other corrective measures when they are found to be warranted.

General Policy Against Bullying and Retaliation

Bullying in any shape or form (verbal, physical, electronic, etc.) at Pembroke Hill is prohibited on any school grounds and at school-sponsored events, activities, functions and programs. This prohibition also extends beyond the grounds between Pembroke Hill students, particularly if the behavior off-campus disrupts the daily educational process within the school community.

What Constitutes Bullying

A person is bullied when they are exposed, repeatedly and over time, to negative actions on the part of one or more other persons, and they have difficulty defending themself. This action:

• Causes physical or emotional harm to the targeted student or damage to the targeted student’s property;
• Places the targeted student in reasonable fear of themself, or of damage to his or her property;
• Creates a distracting, antagonistic environment at school for the targeted student;
• Infringes on the rights of the targeted student at school; and
• Materially and substantially disrupts the educational process or the orderly operation of the school.

Reporting an Act of Bullying or Retaliation

When a complaint of bullying or retaliation is brought to the school’s attention, an assessment is made as to whether any initial steps need to be taken to protect the well-being of students and to prevent disruption of their learning environment while the investigation is being conducted.

Any student who is the target, has witnessed an incident or otherwise has relevant information about bullying or retaliation is strongly encouraged to report the matter. Students who knowingly make false reports of bullying or retaliation will be subject to disciplinary action.

When a bullying incident is reported, promises of confidentiality cannot be guaranteed, as it is far more difficult to determine the facts of what occurred if complaints are made anonymously.

The school releases information concerning complaints of bullying and retaliation and the disciplinary action taken only on a legitimate, need-to-know basis. Reports can be made to any faculty or staff, and it is encouraged for reports to include the administration.

After a report has been made, the staff/administration will inform appropriate parties of the process of investigating, finding a resolution and communicating.

Philosophy of Student Discipline

Pembroke Hill’s discipline philosophy for students is a developmental process. As an educational institution, we view discipline as a teaching and learning opportunity with a focus on restoring any harm caused. As our students progress from early years through senior year, we model our core values and provide intentional instruction regarding the behavioral expectations of our community. Our students' ability to demonstrate the expectations independently grows over time. In general, we engage students in conversation, apply natural and/or logical consequences, and encourage both reflection and restoration.

When a student’s behavior causes harm (physical, mental or emotional) and/or significantly disrupts the learning environment, we are compelled to consider the safety of our community and take appropriate action. While we value families as partners in their child’s education, the school plays the primary decision-making role in all disciplinary matters. In recommending or determining disciplinary action, the administration may consider the student’s present demeanor and past disciplinary record, the nature of the infraction, the severity of any damage, injury or harm resulting therefrom, while taking into account the best interest of the school. If deemed appropriate, the administration may choose to impose one or more of the following actions that are applied with a restorative lens:

• Conversations;
• Reflection;
• Restorative acts (e.g., apology, service to others, etc.);
• Loss of privileges;
• A probationary period;
• Required additional services outside of the school (e.g., counseling or evaluation);
• Contract hold or non-renewal of contract;
• Other action determined appropriate by the school;
• Temporary removal from the classroom or the school community; or
• Permanent separation from the school community.

Disciplinary actions are taken in private because it is the school’s longstanding practice to maintain confidentiality. Confidentiality balances our commitment to helping individuals learn from their mistakes, because we are educators above all else, and promoting a culture of open and timely discussion of important and challenging topics.
 

Lower School Code Of Conduct

As members of the Pembroke Hill School community, we desire to promote an environment in which all individuals can realize their greatest potential. To achieve this goal, we expect students, faculty, parents, administrators and staff members to recognize and agree to uphold the essential values of respect, compassion, scholarship and integrity. We should always act in accordance with these guiding values. Therefore, we expect students to:

• Conduct themselves at all times in ways that will honor the school;
• Be honest in their behavior and in their school work;
• Abide by all school rules;
• Respect the property of others, including the school’s property; and
• Treat other members of the school community with civility and respect, and avoid, at all times, actions that are hurtful to others.

Never permissible are misuse of technology, hazing, discrimination, harassment, cheating, plagiarism, stealing, destruction/defacing of property, possession of a dangerous weapon, threats of violence, violence or any behavior not in accordance with the school’s mission or core values.

A student’s actions outside school that exhibit a propensity or possibility of danger or harm to the members of the school community, the community at large, school property or educational activities and/or which result in serious damage to the reputation of the school are a breach of contract between the family and the school. In such instances, the division head and the head of school will determine whether to take action that could result in disciplinary consequences, including, but not limited to, suspension or expulsion.

Students are expected to learn to follow these guidelines and to learn how to engage in behavior that is consistent with the school’s motto of Freedom With Responsibility. Students should also recognize that there are other rules necessary for the effective functioning of this community.

Lower School Dress Code

Pembroke Hill School believes that standards of neatness and appropriateness in clothing encourage an atmosphere that is conducive to learning, working and discipline. Student dress should reflect the school’s core values of respect, compassion, scholarship and integrity.

The aim of the lower school dress code is to create an inclusive, accepting and reasonably informal atmosphere in which students feel comfortable to express individuality.

Lower school students should dress in clothing that allows them to participate fully, safely, and comfortably in school day activities. Clothing should be in good repair and fully cover private body areas, including during active play and movement. Shirts/tops should cover the student’s torso to at least the top of pants or equivalent with opaque fabric. Clothing may not display any words, pictures or designs that are violent, obscene, or otherwise inappropriate for an elementary school environment.

Footwear must allow children to run, jump and play safely. Athletic shoes are best for this purpose. If children wear non-athletic shoes, they must have rubber-soles, flat heels and be closed at the toe and heel. Athletic shoes are necessary for physical education class.

Hats, hoods and other headwear are not permitted inside school buildings except for religious or medical reasons. Students may wear hats and hoods during outdoor activities as long as their faces are not obscured.

Students should come to school dressed for changes in the weather. Recess is held outdoors unless:

• The temperature is 15 degrees Fahrenheit or below;
• The wind chill index is below zero; or
• There is significant falling moisture.
• There is an extreme heat index as identified by the National Weather Service.

Technology Responsible Use Guidelines

• Pembroke Hill's intent is to make Internet access available to further its educational goals and objectives. PHS does not have control of the information on the Internet. Certain sites have been blocked, but we realize it is impossible to limit access to all potentially objectionable material. Pembroke Hill believes that the benefits to educators and students having access to the Internet far exceed any disadvantages of inappropriate use. Ultimately, it is the responsibility of the student to use technology and the Internet in an acceptable and ethical manner.
• The use of the technology and Internet at school is a privilege, not a right, and inappropriate use will result in disciplinary action. Any unauthorized use that includes, but is not limited to, hacking of the PHS computer network, the school's servers, computers or others' files will be viewed as a major violation of privacy and will result in disciplinary action.
• It is suggested that students accessing or using web products and technology for assignments keep personal information out of their postings.
• Students are not permitted to log into the network or web tool accounts as another classmate.
• It is expected that students using web tools and technology will treat the tools as a classroom space. Using web or digital tools for speech that is inappropriate, harasses or discriminates against others is not appropriate. Students are expected to abide by policies and procedures in the Student Handbook, including those policies regarding plagiarism and general conduct.
• Information stored in school-issued accounts should have no assumption of privacy. Information in these accounts will only be viewed when a concern of acceptable use is determined by school administrators.
• Cell phone use by students is not allowed during the school day.

Phones & Electronic Devices

During the school day, we want students focused on learning and interacting with their classmates and teachers. Therefore, our teachers intentionally plan when to use technology as a tool to support learning. Every lower school student has a school-issued iPad to use during the school day. If there is a need for a different technology device, the school will provide it.

Students may not use personal devices during the school day. This includes, but is not limited to, cellular phones, smartwatches, tablets and gaming devices. We recognize that students may need to bring the device to school so they have it for after-school activities or for other similar reasons. In these instances, students are expected to power their device off and store it in their backpack for the day.

If your child needs to contact you during the school day, a teacher will help them do so from a school phone. If you need to contact your student, please call the administrative assistant in your child’s building and they will help you. While it can feel reassuring to be in constant contact with your child, we know that they build independence, confidence and self-advocacy skills when they problem solve on their own and/or turn to the adults at school for help. Thank you for supporting your child’s development by ensuring your child does not use a personal device to contact you during the school day.

School-issued iPads, Pembroke Hill accounts and other school owned/provided technology should be used for school-related activities only. These devices and accounts are to assist in the educational process and are not for personal browsing, games or personal communication.

Under no circumstances may a student, faculty member or staff person be video recorded, audio recorded or photographed without the permission of the individual. Students are only allowed to record and/or photograph under the direction of a teacher as it relates to an assignment. Furthermore, recordings and photographs taken for class are the property of the school and should only be used for school-related projects. Any misuse of video, audio or pictures can result in disciplinary action.
 

Outdoor Play Policy

Please be sure your children come to school dressed for changes in the weather. All students are expected to participate in recess. Generally, if a child is too sick to go outside for recess, the child is too sick to be in school. There will be occasional exceptions to this rule, but it is a reasonable guideline. A written doctor's request for indoor recess will always be honored. There will be no outdoor recess when:

• The temperature is 15 degrees Fahrenheit or below;
• The wind chill index is below zero; or
• There is significant falling moisture.
• There is an extreme heat index as identified by the National Weather Service.

Religious Observance Policy

In keeping with tradition, no full-period test shall be scheduled or major papers assigned over the two Jewish holidays of Rosh Hashanah and Yom Kippur. In addition, Pembroke Hill recognizes that members of our community represent many different faiths and the observance of major religious holidays is an important facet of practicing one's religion. In consideration of these holidays, teachers and administrators shall be respectful when scheduling tests, project deadlines and, whenever possible, extracurricular activities. While absences due to religious holidays will be excused, we kindly ask that parents notify the school at least 48 hours in advance.

The Communication section includes information about the following:

• Philosophy & Expectations
• Pembroke Hill School Newsletters
• Grade-level & Classroom Newsletters
• Schoology
• Website & Portal
• Social Media
• Family Conferences
• Report Cards
• Reporting Student Absences

Philosophy & Expectations

Pembroke Hill School values the home school relationship, and therefore, strives to maintain open, effective communication with our families. Our faculty and staff work diligently to keep families informed about classroom activities as well as students’ progress. We believe in a proactive, “no surprises” approach to communication.

Families are likewise encouraged to communicate regularly with the school. In keeping with our promise that “Pembroke Hill is a place where every child is known, cared for and valued,” it is helpful for families to keep their child’s teachers informed of any circumstances that may affect their child’s physical or emotional wellbeing or their ability to focus on learning during the school day. Examples include chronic illness, loss of a pet or loved one, stress or changes in family life, sleep difficulties, etc. Information shared with a teacher will be kept confidential and shared only on a need to know basis with the family’s permission.

Messages of gratitude and positive feedback are always appreciated by our faculty and staff. Teachers treasure handwritten notes from students and their families, and often keep them for many years. Families are encouraged to remember our staff who support their children “behind the scenes” as well, such as the members of our dining, facilities and grounds teams, and our administrative staff in development, communication, admissions and the business office.

If a question or concern arises, families are encouraged to contact their child’s teacher or the lower school division head promptly. In most situations, the child’s teacher will be in the best position to answer questions and address concerns. Therefore, the school encourages families to start with their child's teacher. If they do not feel the question or concern has been resolved, then the family and the teacher should bring the issue to the division head. If they still cannot resolve the problem, they will discuss it with the head of school. Please understand that the school honors this organizational flow, and parents will be sent to the appropriate person.

While email and text messages can provide an effective way to communicate straightforward, logistical questions and information, they are not effective ways to discuss significant questions or concerns. There is too much chance of unintentional miscommunication. We value our relationships with you and your child too much to take this chance. It is important that we understand one another clearly, particularly when addressing a question or concern. Additionally, we want to make sure that we can give you the undivided attention you and your child deserve. Therefore, we ask that you schedule a meeting (virtual or in person) or phone conversation to discuss any significant questions or concerns. Please understand that if you communicate a significant question or concern in an email, text or “while I see you” conversation, we will respond with an invitation to schedule a time. Again, we want to ensure we are giving you the time and attention you deserve and that we are communicating clearly.
 

Pembroke Hill School Newsletters

The school publishes a bi-weekly family newsletter to share important schoolwide news and updates. On the alternating weeks, each division sends a family newsletter with division-specific information, news and updates. These updates are shared via email, typically on Fridays.

Grade-level And Classroom Newsletters

Each homeroom teacher will also send regular updates to families with grade-level and classroom information, news, and updates. These are sent via email and often include important announcements about field trips and other special events, which will not be communicated elsewhere. Please be sure to read all classroom communications promptly and thoroughly.

Schoology

Pembroke Hill School uses Schoology as its primary learning management system. When students move to the middle and upper schools, they will use Schoology extensively to complete and submit assignments, track their progress, and access information about assignments and class activities. In the lower school, we intentionally limit the use of technology and therefore most lower school teachers do not use Schoology for assignment completion and/or submission. Having said that, intermediate students, especially fifth graders, may be expected to use Schoology more frequently as they prepare to transition to middle school. Your child’s teacher will communicate their expectations regarding students’ use of Schoology in their classroom communications.

Website & Portal

The school’s website has a wealth of information about all aspects of school life. There is also a portal, which families can use to access and provide information specific to their child(ren). Families are encouraged to visit the Portal regularly, and to ensure that all information is updated and necessary forms are completed before the start of school each year.

Social Media

Pembroke Hill School maintains an active presence on several social media platforms. Following the school on these platforms provides an excellent way to learn about school happenings and view photos of our students, faculty and staff in action. 

Facebook
Twitter
YouTube 
Instagram
LinkedIn

Family Conferences

In early November, our students have the day off school to allow for formal conferences. Each family will have a scheduled conference with their child’s homeroom teacher to discuss the child’s progress and goals. Families may also schedule conferences with a resource teacher or their child’s learning specialist, the lower school counselor or the division head during this time, if they desire.

While there is no other time set aside in the school calendar for formal conferences, either a family or teacher may schedule an additional meeting whenever necessary. These may take place in person, via Zoom or by telephone.

Arrival and dismissal, field trips, class parties and other events are not the appropriate times for conferencing with teachers. They are unable to give the conversation thoughtful and undivided attention during those times, which may result in miscommunication and unnecessary misunderstandings.
 

Report Cards

Report cards are issued at the end of each trimester in the lower school. Our faculty dedicate significant time and careful thought to these reports. Teachers provide feedback on student’s progress toward grade level benchmarks with the indicators of proficient, developing skills or requires support. Homeroom teachers and learning specialists also provide narrative feedback for each student with whom they work.

Families access their child’s report cards through their portal on the school’s website. The dates on which they are posted vary slightly from year to year and are communicated each trimester in the Lower School Family Update.

Reporting Student Absences

It is important for families to keep the school informed when their child is going to be absent from school.

For unanticipated absences (i.e., illness, family crisis, etc.) - please email your child’s homeroom teachers (lead and assistant) as well as the administrative assistant for your child’s building (Jana Evans for K-2 and Liz Rooney for 3-5) by 8:30 a.m.

For anticipated absences - please email your child’s homeroom teachers (lead and assistant) as well as the administrative assistant for your child’s building (Jana Evans for K-2 and Liz Rooney for 3-5) as soon as you know about the absence. This will allow your child’s teachers to prepare appropriately.

The student services section includes information about the following:

• Learning Lab
• Lower School Counselor
• Speech, Hearing & Occupational Therapy Screenings

Learning Lab

Each student at Pembroke Hill School brings various strengths, needs, interests and learning styles to the classroom. Research-based programs and assessments are utilized to support and challenge students and to monitor progress.

The lower school’s Learning Lab provides academic intervention for students who need Tier 3 level support. Students identified to need this support work with one of the Learning Lab’s three learning specialists in lieu of attending Spanish class. All intervention efforts are directly linked to the results of assessment data and students are monitored in 6-8 week cycles to determine growth. As soon as a student demonstrates appropriate academic growth, they return to full participation in Spanish class.

The Learning Lab team works in collaboration with the teachers to ensure that each child’s individual needs are met. This may include any of the following:

• Observing and assessing the student;
• Generating student profiles to help individualize instruction;
• Providing intensive academic support at the student’s specific zone of proximal development;
• Identifying next steps for support that may include outside services; and
• Facilitating transitions between grade levels or divisions for the student.

Lower School Counselor

The lower school counselor supports students’ social and emotional needs through classroom lessons, individual short-term counseling, small group counseling, and consultation with the students’ families and teachers. While the counselor does not provide long-term counseling services to students, recommendations for outside resources can be made.

The counselor has an ethical and professional obligation to maintain confidentiality except if a student is suicidal, harming themselves (i.e., eating disorders), being abused or planning to harm someone else.

Parents can consult with the counselor regarding parenting issues and developmental concerns. The counselor is able to provide referrals to additional sources, if needed.

Speech, Hearing And Occupational Therapy Screenings

Speech, hearing and occupational therapy screenings are offered each fall to students recommended for screening by their classroom teachers. The school covers the cost of these screenings. A speech pathologist and an occupational therapist from St. Luke's Hospital work on the Wornall Campus four afternoons a week. If your child should need speech or occupational therapy, time may be arranged for this during school hours. Payment for work with the speech pathologist and occupational therapist will be arranged through St. Luke's Hospital

The health section includes information about the following:

• School Nurse
• Medical Documentation & Forms
  • Immunization Records
  • Emergency/Transportation/Medical Information
  • Physical Exams
• Prescription Medications
• Over-the-counter Medications
• Allergies & Emergency Medications
• Asthma
• Illness
• COVID-19 Information
• Common Sense Parenting & Health Promotion
• Head Lice Policy
• Child Abuse & Neglect Policy
• Supplemental Student Insurance

School Nurse

The school nurse will be available from 7:45 a.m. to 3:15 p.m., in the Mellon Building to provide medical services to students, including health appraisals, health education and first aid. Our staff has CPR, asthma, EpiPen, blood-borne pathogen and first aid training. School Nurse Contact Information:

• Phone Number: 816-936-1351
• Email: nurse@pembrokehill.org
• Fax: 816-936-1378

Medical Documentation

Immunization records: The Missouri Department Of Health requires that we have a copy of immunization records on or before the first day of school. The school does not provide a specific form for this. Please ask your physician's office to provide you with a record of your child's immunizations and send that record to the school. Thank you for your help in getting these to the school on or before the first day.

Emergency/Transportation/Medical Information: Parents provide this information each year in the Household Profile Update section in the Parent Portal, located in the top left corner under My Portal. The Household Profile Update allows parents to update their child's health, emergency contacts and transportation information.

Physical Exams: Physical/medical examinations are required at the following intervals:

• Early Childhood - annually
• Kindergarten
• Third Grade
• Fifth Grade

All forms must be returned to the nurse’s office by Aug. 1. In the Parent Magnus Health Portal, all documents are posted on the school’s website, www.pembrokehill.org. Once completed, please keep a record at home and upload a copy to Magnus Health.

Prescription Medications

Medication administration to students during school hours shall be restricted to necessary medication that cannot be given on an alternative schedule. Parents should always administer the first dose of new medicine. Please notify the nurse of a new medication or dosage changes.

For prescription medicine to be administered at school, it must be in a pharmacy container with a label affixed at the pharmacy with the following information:

• Name of student;
• Name of medication;
• Name of physician;
• Date of purchase; and
• Dosage, route, and schedule of administration

In some cases, written orders from the student's physician may be necessary. These orders should be shared with the school nurse as soon as possible.
When the above conditions are met, medication administration to a student will be limited to the school nurse or other designated person. A parent or guardian must bring the medication to the nurse’s office. A parent or adult designee must bring prescription refills to the nurse’s office.
 

Over-The-Counter Medications

If you would like your children to receive over-the-counter medications, such as acetaminophen, ibuprofen or Benadryl, please update the Over-The- Counter Medications section under Vital Health Records in Magnus Health. No telephone calls will be made or accepted for authorization. These medications are given according to the written instructions on the label, i.e., the child’s age and weight. Medication requests that exceed the recommended dose or guideline require written permission from your pediatrician.

Parent/guardian may be notified if over-the-counter medicine is administered or if sought by a student but not administered due to nursing judgment. Certain over-the-counter medications can mask pain or other symptoms or delay in diagnosis/treatment of an underlying health problem. The overuse of these medications may also lead to liver or kidney damage, or gastrointestinal complications.

Over-the-counter medications brought from home and administered at school must be in an original, unopened container. A licensed care provider must sign a written order that includes the same information as a prescribed medication.

By law and school policy, nurses are prohibited from administering homeopathic remedies, nutritional supplements and essential oils.

The parents/guardians of the student assume responsibility for informing school personnel of any change to the student’s health or medication regimen.

Allergies & Emergency Medications

If your child has severe food or other allergies, we must be aware by the first day of school or the first school day following diagnosis. Please submit the form below from the doctor so we can safely care for your student.

If your child’s allergy requires an EpiPen, please send two EpiPens to school with your child.  The school nurse will keep one in your student’s cubby in the nurse’s office, and the other will need to be on your student at all times.  The EpiPen must be labeled with the original container and labeled from the pharmacy. 

FARE Food Allergy & Anaphylaxis Emergency Care Plan

Asthma

If your child has asthma, please notify the teacher and complete and submit an Asthma Action Plan to the school nurse. For your child to use an inhaler daily or as needed, we must have a Student Asthma Action Form signed by your child’s physician and you. Dosage change requires a written note signed by the doctor.

Illness

Please do not send your child to school ill. If your child was not well the night before or during the night, they should stay home. It is essential to have prior arrangements for days your child needs to stay home for part or all of the day because of illness. Your child may unnecessarily expose other children to a communicable disease by coming to school. Children will be sent home if they exhibit symptoms including but not limited to:

• A fever of 100 degrees or higher;
• Vomiting more than once or in combination with another symptom;
• Diarrhea;
• Unknown rash or bumps;
• Mattered, red or tearing eyes;
• Sore throat or trouble swallowing;
• Headache and stiff neck;
• Severe cough to the point of choking;
• Persistent/disruptive cough;
• Unusual or tea-colored urine;
• Infected or crusty patch of skin;
• Severe itching in case of head or body lice;
• Grey or white stools;
• Are behaving cranky or less active as usual;
• Cries or is fussy for an unusual amount of time; or
• Loss of appetite.

When the school nurse contacts you that your child is sick, please make arrangements to pick up your child within 45 minutes. This helps the school decrease the spread of germs.

Children may return when free of the above symptoms for 24 hours. These guidelines are for the well-being and protection of your child and their classmates.

COVID-19 Information

The infection control office will continue to provide COVID-19 mitigations per CDC guidelines as they apply to the learning environment. Changes in Covid-19 mitigations will be communicated to families, faculty, and staff via email as needed.

Common Sense Parenting

Please keep children home until they are fever free without medications for 24 hours. This reduces sharing germs, giving your child extra time to rest and fight off the illness.

Keep children home if they have had diarrhea or are vomiting. Usually, they feel physically drained if they have had these symptoms. They may want to return to school when symptom-free after 24 hours. Please consider keeping them home to regain their strength. Keeping students home for an extra day is a healthy investment for you and them.

Head Lice Policy

The National Association of School Nurses (NASN) position is that managing head lice (Pediculus humanus capitis) in the school setting should not disrupt the educational process. The leadership provided by the registered professional school nurse can impact the reduction of the stigma associated with head lice by providing proper health education, including anticipatory guidance to the school community and implementing evidence-based strategies for the management of head lice in schools.

When a child is identified with having active head lice at school, the child’s parent/guardian is notified and provided with information about treatment. Students will be sent home at the end of the day and may return to school after receiving treatment at home. School nurses will work with families to ensure proper treatment and management of head lice. Pembroke Hill follows the recommendation of the American Academy of Pediatrics and does not exclude students from school because of head lice or nits.

The school nurse will inform parents/guardians when there is an unusual clustering of head lice cases in a particular classroom, grade level or building. Continued communication and collaboration with the school nurse will reduce the stigma of head lice, clarify myths, and provide accurate information about effective treatment options.

Head Lice Resources

• HealthyChildren.org
• Centers for Disease Control and Prevention
• Missouri Department of Health and Senior Services

Child Abuse & Neglect Policy

The safety of our children is of utmost importance to us. All PHS faculty and staff members are mandated reporters of any suspected abuse or neglect and must comply with the Missouri Child Abuse and Neglect laws. PHS will report any physical, sexual, or verbal abuse and/or negligence of a child to the Missouri Division Of Family Services Child Abuse Hotline.

Supplemental Student Insurance

A supplemental student accident insurance policy is provided to assist families with out-of-pocket expenses resulting from an injury at school or at official school events. The policy is structured to cover expenses after existing insurance policies have responded. When an injury occurs that is likely to result in the family seeking medical treatment (i.e. emergency room or doctor’s visit), a claim form will be sent along with a copy of the student accident report. Claims need to be filed directly with the policy administrator within 90 days of the injury. Please contact the lower school division head’s office if you did not receive a claim form for an injury that required professional medical treatment.