Handbook

A Preface To Families From The Faculty & Staff

The School Information section includes information about the following:

• Graduation Requirements

• Grade Reporting System

• Grade Point Average

• Academic Probation

• Failures And Incompletes

• Independent Study

• Testing And Assessments

• Attendance

• Eligibility For Extracurriculars

• Student Trips And Long-Term Absences

• School Operating Hours

• Tutoring Policy

• Assemblies

• Free Time On Campus

• Senior Responsibilities And Privileges

• Drop Off, Pick Up And Student Parking 

• Student Transportation Policy

• January Interim Week

• School Closing Due To Bad Weather

• Parent/Guardian Tips

• Parents Association

• Pembroke Hill Additional Costs

• Chaperone Party Guidelines

Graduation Requirements

The upper school provides a four-year, 20-unit program that leads to graduation and receipt of a Pembroke Hill School diploma. The graduation requirements, curriculum and descriptions of all course offerings are set forth in the upper school Program of Studies, which can be found on the PHS website.

Upper School Schedule

All upper school students may view their specific class schedules on their student portal pages. These schedules will be available in early August.

Grade Reporting System

Students and their parents will receive a report including comments and a letter grade for each course four times per year: one at each mid-semester and one at the conclusion of each semester.

Furthermore, interim reports may be sent upwards of four additional times per year (roughly every four weeks). These reports will only be sent if a student’s grade is C- or less, has changed as much as one letter grade since the previous reporting period, or if there are other improvements, shortcomings or special achievements that need to be noted. All ninth graders and students new to Pembroke Hill will receive an interim report after the first interim grading period (roughly the first four weeks of school). We welcome and encourage parent-teacher communication. Parents can contact their student's individual instructor or adviser to request a grade update when necessary. Semester and final grades will be held until all library materials and athletic equipment have been returned.

The grading system in the upper school is A+ (97 - 100%), A (93 - 96%), A- (90 - 92%), B+ (87 - 89%), B (83 - 86%), B- (80-82%), C+ (77 - 79%), C (73 - 76%), C- (70 - 72%), D+ (67 - 69%), D (63 - 66%), D- (60 - 62%) and F (59% and below). The grades earned during the first semester, combined with the first semester final assessment, are used to calculate the first semester grade; similarly, the grades earned during the second semester, combined with the second semester final assessment, are used to calculate the second semester grade. These two semester grades are equally weighted to calculate the year-end/final grade. Only the year-end/final grade earned is recorded on a student’s transcript. The semester grade is recorded for courses one semester long.

Note: Faculty members are not required to weigh all assignments equally during any given semester. For example, as tasks become more sophisticated as the semester goes on, faculty members might weigh them more heavily, meaning work at the end of the semester counts more than work done at the beginning. Similarly, the weighting of end-of-semester assessments will be at each individual teacher’s discretion.

All courses pursued beyond the first mid-semester grading period must be satisfactorily completed or an equivalent substitution approved by the probation committee. Seniors may take a course on a pass/fail basis provided that the senior and their teacher agree to this grading system and the course is not required for graduation. This agreement must be approved by the parents, department chair and the division head prior to the end of the first grading period.

Grade Point Average (GPA)

Students and parents frequently have questions about grade point averages (GPA) in the upper school. The following will explain the school’s method of calculating GPAs:

A student’s cumulative grade point average (GPA) is computed/updated at the conclusion of each semester only. This is true for both the student’s internal and external GPA.

Internal GPA: Since semester and year-end grades are calculated by Pembroke Hill faculty using the 100-point scale, a student’s internal grade point average for any given semester is simply the mathematical average of all the classes they complete in that semester. Similarly, a student’s cumulative GPA is the average of all the grades they have compiled in their upper school career. (Note: with the exception of grades earned through the Swiss Semester Program, grades earned at schools other than Pembroke Hill will NOT be included in a student's cumulative GPA calculation.)

External GPA: Because we prefer that outside institutions, particularly colleges and universities, not reduce our students to a mere number or use that number to “rank” one of our students up against another of our students, Pembroke Hill reports grade point averages (GPA) as letter grades to these outside institutions. The following conversion table is used to determine a student’s external GPA:

For both internal and external grade point averages, Pembroke Hill calculates an unweighted average. However, a weighted grade point average is calculated in three specific instances:

1. To determine the school’s valedictorian each spring;

2. To determine the winner of the Hovey Tablet (highest overall grade point average) for each school year; and

3. To determine which juniors and seniors shall be inducted into the Pembroke Hill chapter of the Cum Laude Society each spring.

When calculating a weighted GPA, five additional points are added to the final numerical average in any class labeled as Accelerated or Advanced Placement (AP). For example, a student earning an 89 in Accelerated Chemistry would receive a 94 in the weighted GPA calculation.

Grade Point Averages On The 4.0 Scale

Because the 4.0 scale is widely used and understood, students and parents often ask what a Pembroke Hill GPA would be if it were expressed on the 4.0 scale. Although the following conversion chart is not official, or exact, it does provide a rough estimate and will suffice for many purposes:

Honor Roll

At the end of each semester, students are eligible to be placed on the honor roll.

The numerical averages a student receives in each class are added together and divided by the total number of courses the student has taken. This determines that semester's grade point average.

Courses are NOT weighted to determine honor roll and GPA. Courses are weighted to determine valedictorian and Cum Laude Society induction. Certain courses, such as physical education, are not considered in determining grade point average. Pass/fail courses are given a “C” weight to determine GPA. The minimum grade point average required to qualify for the honor roll is 79.5. The minimum grade point average to qualify for the high honor roll is 89.5. The same standard applies whether a student is taking five, six or seven courses in a marking period.

No student may be on the honor roll or high honor roll who has a grade below C- or who has been guilty of a violation of the academic policies (i.e., cheating, plagiarism) of the school.

Academic Probation

A student will be considered for academic probation if, at the end of a semester, the student:

• Has a 69 percent (D+) or less average for all courses taken during the semester;

• Is failing one or more courses; or

• Has a significant drop in performance or other academic concerns deemed by the principal to warrant review.

Students considered for academic probation are evaluated by a committee consisting of the assistant division head, the director of the advising program, the director of college counseling and the department head. The division head chairs the committee. The committee will examine all aspects of the student’s record, both curricular and extracurricular, before recommending that they be placed on probation.

The division head reviews the recommendations of the academic probation committee and makes the final determination of consequences and actions that may include placing a hold on the student’s contract for the coming academic year. Students reviewed by the committee will receive a letter from the division head stating the reasons the student was reviewed; the decision made regarding probation; the consequences of academic probation; and suggestions and recommendations that may lead to improvement in the student’s performance. This letter will be sent to the parents and student, adviser and head of school, and a copy is placed in the student’s file.

Failures And Incompletes

Other matters concerning the satisfactory completion of work:

• In grades 9-11, students who fail a course must retake the course or make alternative arrangements that are deemed satisfactory to the teacher and the probation committee. The probation committee determines the appropriate method of satisfying the minimum standards for a failed course.

• Seniors must complete work in all courses — five courses are required each semester — and an F must be taken care of in a manner satisfactory to the probation committee, and the teacher before a diploma is granted. One-semester classes must be passed for the semester. Year-long classes must be passed for the full year.

• Students enrolled in an Advanced Placement (AP) course who fail to sit for the AP examination will not receive a final grade or credit for the course unless a satisfactory equivalent for the AP exam is approved by the teacher, the department chair, assistant division head, and division head. The student must then carry out this alternate plan in a satisfactory manner.

• A grade of Incomplete will be allowed only in cases of extreme hardship (e.g., illness, death in the family) and must be approved by the division head.  The Incomplete must be rectified as soon as possible, and in a manner that meets the approval of the probation committees and division head.

• Students who have Honors Study Hall privileges will forfeit this privilege if they are failing a course at mid-semester or semester.

Independent Study, Non-Credit

The Independent Study Program gives students the opportunity to take charge of their own learning, demonstrate important qualities such as initiative and intellectual curiosity, learn in an alternative style outside the classroom, share a personal passion with faculty and peers and receive recognition for their work.

Non-credit independent study projects can be short or long-term (from one week to a year). Past examples include internships, shadowing professionals, creating works of art, composing and recording songs, creating business plans, and writing and directing plays to name a few.

Students must be sponsored by a faculty member and must submit their project proposal to the Independent Study Program Committee for approval. (Independent study for credit guidelines are outlined in the Program of Studies book).

Testing And Assessments

We believe that students learn from various means of assessment. Testing is one of the assessment tools that we want our students to learn how to use. We also know that the best learning occurs when tests are returned to students as soon after the taking of the test as possible. Each department has a test return policy that is given to parents in the open house course handout, which is also available online. This policy refers to major papers as well as tests. If you have a question or concern, please call the teacher, the department chair or the division head.

No more than two tests should be assigned on any given day. Major tests and major papers are assigned by the teacher, should be announced in advance and be visible on the upper school testing calendar (available online). If students have more than two major tests and/or major papers due the same day, they should notify the teachers immediately upon the third assignment so alternative arrangements can be made. Waiting until the day of the test conflict is too late! Students must inform the teacher at least 24 hours before the test to resolve the conflict, or they will be required to take the test.

This rule does not apply to daily quizzes (less than full-period evaluations). Students should contact the division head or academic dean to resolve situations that violate this policy.

In keeping with tradition, no full-period tests shall be scheduled, or major papers assigned, over the two Jewish holidays of Rosh Hashanah and Yom Kippur. In addition, Pembroke Hill recognizes that the student body includes adherents of many faiths and that observance of major religious holidays is an important component of religious practice. While absences due to religious holidays will be excused, we ask that parents and/or students kindly notify the school at least 48 hours in advance. In consideration of these holidays, teachers and administrators shall be respectful when scheduling tests, project deadlines, and, whenever possible, extracurricular activities.

Requests for special test-taking accommodations should be made to the student services team. These accommodations could include extended time on tests, modification of tests, and alternate forms of assessment. These requests will be reviewed by the student’s adviser, teachers, the learning specialist and the Student Services Team.

Exams

A semester-ending assessment will be given in all upper school courses except in visual and performing arts courses and AP classes. These assessments are given on a special schedule at the close of each semester. Students will have no more than two assessments each day. Each teacher or department will determine the weight of these semester assessments as they relate to the semester grade. Students must not be absent during final assessments.

A reading day occurs the day before semester-ending assessments. No tests may occur and no assignments may be due on this day. Faculty members are available at school to assist students with exam preparation, and review sessions are announced (some are mandatory). Students are only required to attend the mandatory review sessions but are welcome to attend school to study and prepare for their semester assessments..

On exam days, students need only be present for their scheduled exams.

Second-semester seniors may be exempt from exams provided they have an honors average (B) or better in the course. This exemption policy is subject to the discretion of the teacher. Therefore, a teacher may choose to apply a stricter guideline, i.e., raise the grade average required for an exemption, or may choose to require that all seniors take the exam.

In Advanced Placement courses, second-semester final exams are given at the teacher’s discretion.

Courses that enroll both seniors and juniors shall have the following second-semester exam policy:

• Except in classes that have fewer than three juniors enrolled, separate exams will be given to seniors and juniors during their respective exam periods. In classes that have one or two juniors, the juniors shall take the exam with the seniors if it does not cause them to miss other classes. If there are class conflicts, the exam can be given after school.

• Students must be very careful to clear their calendar of any other commitments during exams. This is a time of rigorous testing. They should plan only to review and to rest during the time before and between exams.

Attendance

Students are expected to attend school every day unless they are ill. When students are absent, they are limiting their ability to do their best in both their classes and extracurricular activities. When at school, students must attend class unless they have permission to be absent from their teacher or an administrator. If students are aware of an upcoming absence of one-half of a school day or more, they need to obtain a Request For Absence form from the school's website or the upper school office, and complete the outlined steps in advance of their absence. If a student is absent from school due to illness, a parent should email the office before 8:30 a.m., that day.

If students are absent for two or more days, they may need to confirm that they have all their assignments and know what work they have missed. Students should refer to the course syllabus, Student Portal or contact their teachers directly. If additional assistance is needed, students should consult with their advisers for help. We are especially concerned if students’ absences, for illness or other non-school sponsored activities, cause them to fall below the 85 percent class attendance level. Therefore, at mid-term, and the end of each semester, the attendance secretary will compile the attendance records and provide a copy of the records to the dean of students.

The dean of students and the Ward Parkway counselor will meet to discuss these records and will forward any concerns to the student's adviser. Within one week, the counselor will notify the student's adviser and the division head of any student with attendance concerns to be reviewed. The division head and academic dean will review the information and decide the terms the student must follow for the successful completion of any classes involved. The division head may also determine additional consequences, which could include the lowering of the student's course grade.

Seniors must arrive for their first class or by 9:30 a.m., (10:30 a.m. for Thursday late starts), whichever comes first. Seniors may leave campus during their unscheduled time. They must check-out and check-in on the senior class roster posted in the upper school Commons. Seniors in good standing are the only students with off-campus privileges. Any other student must be excused by a note or phone call from a parent to the upper school office. Students missing a class due to a doctor’s appointment will be required to show confirmation from the doctor or the doctor’s office.

Students must be in class by 8:45 a.m. when school begins. Students check in with the office to get a late slip if they arrive after 8 a.m. Tardies to class other than the first class of the day are handled by the teachers. Chronic lateness, as defined by the teacher, may result in after-school detentions, loss of honors study halls, lunchroom clean-up or other restrictions. Excused tardies include illness and scheduled medical appointments.

Eligibility For Extracurriculars

To be eligible to participate in an extracurricular activity, students must be in school by 9:15 a.m. (or 10:30 a.m. on late start Thursdays) and attend all of their classes on the day of the scheduled event, unless an excused absence has been approved by the athletic director or division head prior to that day. An illness/injury will NOT meet the excused absence requirement that allows participation in athletic practices or contests. Keeping a student home for extra rest in the morning also will not suffice as an excuse. Medical appointments (with a confirmation note from the doctor’s office) are excused and students may participate in their activity. These activities include practices, rehearsals, games, speech and debate competitions, academic competitions and performances.

In order to receive an exemption for a tardy or early dismissal, the athletic director or division head must be contacted prior to 9:15 a.m. on the day of the activity.  The athletic director and division head will review each request and will consult with the appropriate coach and/or activity sponsor. Exemptions will only be granted after careful review and only in extraordinary cases. (Refer to the Student/Athlete Handbook and the Eligibility For Extracurriculars section for specific instructions.)

Summary Of Consequences For Violating Attendance Rules

The following consequences will apply to students who earn more than two tardies each mid-semester:

1. Assigned two lunchroom duties on the third tardy;

2. Assigned three lunchroom duties on the fourth tardy;

3. Assigned detention and/or lose honors study hall after the fifth tardy, and parents will be notified; and

4. Be reviewed by the Honor Council, if warranted, due to continued tardies.

Students who cut class or do not attend assembly will, in addition to the academic consequences outlined by the teacher, receive:

1. First offense – three after-school detentions, parents will be notified, and students will be assigned to proctored study halls, lunchroom duty and/or meetings period restrictions;

2. Second offense – one day suspension and parents will be notified; or

3. Third offense - Student will appear before the Honor Council.

The following consequences will apply to students who violate the off-campus rules:

1. First offense - demand study hall (proctored study hall with permission to leave the study hall room given only by the Honor Council chair, dean of students, assistant division head or division head) for three weeks, meetings period time restricted and parents contacted; or

2. Second offense - one day suspension, four weeks demand study hall, meetings period time restricted and parent conference arranged.

Further violations will result in serious disciplinary action after review by the Honor Council.

Student Trips And Long-Term Absences

The school’s generous vacation at semester’s end (December/January), Spring Break (March) and other school holidays are announced in advance, usually one year prior. We hope that family vacations can be scheduled during these school breaks and not while school is in session. If there is a need for students to be absent, and parents approve and know in advance, students should obtain and follow the steps outlined on the Request For Absence Form in the Parent Portal. The division head, assistant division head or dean of students can approve the scheduled absence. If students have planned absences and do not follow these procedures, they will be assigned lunchroom duty or detention. (Refer to the College Counseling section for college trip guidelines.) 

School Operating Hours

Buildings are open to students at 7:30 a.m. and close at 4:30 p.m. If students remain on campus after dismissal (3:20 p.m.), they should be with a teacher, adviser, coach or working in the library. After 4:30 p.m., students remaining on campus must report to the library where they can read/study until 6 p.m., unless with a teacher, adviser or coach.

Tutoring Policy

Frequently, a student will need help beyond classroom instruction. Individual meetings between student and teacher are a valuable teaching tool. We encourage and expect students to ask teachers or advisers for help when they are having problems; parents should also encourage their child to do this. The adviser serves as the resource and school liaison for student and parents (see Role of the Adviser).???

The teacher/student connection should occur before tutoring for academic-related issues is considered. When the school, parents or student thinks the student would benefit from ongoing remedial assistance, the learning specialists and adviser should be contacted to coordinate and to ensure that there is frequent communication between the tutor and the school.

Upper school students will not be tutored for academic-related issues for monetary compensation by upper school faculty during the academic year unless an exemption is granted by the department chair and the division head.

Assemblies

Announcement assemblies are held every other Thursday at 11:15 a.m.; other assemblies will be called as needed. Assembly duration varies.

Students are required to arrive promptly, sit in assigned seats and be respectful to speakers. Backpacks, books and notes must be left outside the auditorium. Class sponsors take attendance at the start of the assembly. Unexcused absences are reported to the Honor Council chair. If absences are anticipated, students should notify class sponsors.

Students may make announcements for school-sponsored events, but they must be in good taste. Students who violate this condition will lose the right to make announcements for at least two weeks.

The division head, assistant division head or the dean of students may approve/disapprove announcements. All club meeting times must be put on the student activities calendar before being announced in assembly. During short assembly periods, simple announcements regarding the time and place of a club meeting should be made by the student government president. Special skits and unusually long presentations must be approved by the dean of students at least a day prior to the assembly.

Our program is enriched by special assemblies throughout the year. Arts presentations and the Hazard Lecture Series are examples of these special assemblies. These may occur at the 11:15 a.m. assembly period or at 8 a.m. Special assemblies are coordinated through the division head’s office. Parents and alumni are welcome and encouraged to attend.

Free Time On Campus

Students are to conduct themselves appropriately on campus, remembering that classes are in session and that students and faculty are working even if an individual student has free time. Therefore, quiet, school-appropriate and respectful behavior is required. Boocock Middle School is reserved for middle school students and faculty. Upper school students should not be in the middle school unless they have permission and specific business.

Quiet Study Time

When not in class or assigned study hall, students may quietly study in the Commons, hallways, Hall Student Center and Patterson Hall (when there are no activities scheduled there), Boocock Gallery, Kemper Library, Pierson Lobby, courtyard and the student lounge on the third floor of Jordan Hall.

Study Hall

All freshmen and sophomores who have not been granted honors study period will be scheduled into study hall during unscheduled periods. Students must remain in the study hall room except when they need to visit a teacher or work in the library. Students must obtain a pass to leave the study hall, and students should return before the period ends. Failure to follow these guidelines will result in demand study halls, thus restricting future trips to the library.

Honor Study Period

As students mature and prove themselves capable of wisely organizing their time, they will be granted honors study period. All juniors and seniors are granted honors study privileges with the exception of those on academic or disciplinary probation, or those who have lost the privilege as a result of disciplinary or academic difficulties. This privilege will be reviewed at the end of each semester.

Faculty members select sophomores to receive this privilege at the start of each semester. Students may earn honors study hall if they receive approval from the majority of the teachers (three out of five if taking five classes; four out of six if taking six classes); are not opposed by a study hall proctor, adviser, librarian or administrator; do not earn a D+ or below in any course at the mid-semester marking period; and do not receive more than one detention or have excessive school tardiness during the applicable semester.

The names of sophomores earning semester honors study privileges will be determined at the end of the second semester of the freshman year and at the end of the first semester of the sophomore year.

Failure to perform responsibly at any time, however, could result in immediate loss of this privilege.

Senior Responsibilities And Privileges

In its position as the oldest, most mature class and as the class most familiar with the school, the senior class carries responsibility distinct from and exceeding that of underclass students. The tone and general atmosphere of the school is largely established by their example and leadership, both as a group and as individuals.

Seniors have the following privileges as long as they act responsibly, following the school rules and expectations. These privileges may be withdrawn.

1. Seniors must arrive for their first class or by 9:30 a.m. (10:30 a.m. for Thursday late starts), whichever comes first, and are allowed to leave campus during unscheduled time. Seniors are issued IDs to confirm their senior status. This ID must be shown to security upon request. They must check out and back in on the senior class roster posted in the upper school Commons. They must observe school rules and guidelines while off campus during school hours. If a senior fails a course, falls below a C- average or fails to meet other academic expectations (e.g., due dates for major papers), the senior will lose this privilege.

2. Seniors may be exempt from second semester exams at the discretion of their teachers, provided they have a B average or better in the course. (See Exams)

Drop-Off, Pick-Up And Parking Procedures

To help dismissal run smoothly in the Hall Student Center and State Line parking lots, please remember a few simple procedures and please refrain from using cell phones while driving. 

1. The traffic flow in both parking lots is one-way.

2. On State Line, cars must enter the south entrance and move toward the north exit.

3. It is important to pull as far forward along the curb to allow as many cars as possible into the lot.

4. If the carpool consists of a combination of middle and upper school students, the students should be picked up in the State Line parking lot.

5. Arrange to pick up students in your carpool at the same place in the parking lot every day.

6. If the student is not ready to be picked up, please find a parking place or pull your car to the right or left so traffic flow will not be impeded.

7. Please do not pick up your students at the south entrance of the State Line parking lot. It is dangerous and impedes the flow of traffic.

If a student drives to school:

1. Freshmen, sophomores and juniors should park in the Hall Student Center/Bellis Athletic Center lot off of 51st Street.

2. Seniors park in the east lot or the Kroh Campus lot.

3. Freshman, sophomores and juniors may not return to the parking lot or be in their cars unless a note is obtained from the dean of students, Honor Council chair, assistant division head or division head.

DO NOT PARK in the driveways, or in the visitors’, handicapped or reserved spaces. The lot behind Jordan Hall is reserved for faculty members. Violations will result in tickets, detentions and/or an appearance before the Honor Council.

The State Line entrance or the Hall Student Center/BAC  entrance can be used when letting off students.

Student Parking Permit Rules and Regulations

Student parking is a privilege.  All students who park on the Pembroke Hill - Ward Parkway Campus are required to register their vehicle(s) and obtain a parking permit. A student driving a borrowed/loaner vehicle onto campus must have their parking pass displayed in that vehicle as well. Any student parking on the Pembroke Hill Campus must follow all rules and regulations.

All students driving to school must be registered:

• Students can apply for a parking permit using this form. Additional hard copies of the Parking Permit Application Form can be obtained in the Upper School Office.

• Students must register a car to park on campus during school hours. If the student is driving a different vehicle for any reason, their approved student parking permit must be clearly visible hanging from the mirror of the vehicle parked on campus. 

• Student Parking Permits are issued on a first come/first served basis.

• Each application must be completed accurately. False or incomplete applications will be denied or canceled with the termination of parking privileges. 

• The possession of a parking permit does not imply or guarantee a parking space on campus. 

• Parking permits are valid for one school year. Students must apply for a new permit each year.

• There is no registration fee.

Assigned Parking Areas:

• Students may park in one of the following lots:

  • Kroh - Seniors only

  • BAC - Grades 9-11

• Student parking permits must ALWAYS be displayed on the vehicle's rearview mirror.

• Failure of students to park in their designated areas may result in the loss of on-campus parking privileges. 

Students are not permitted to:

• Loiter in or around parked cars, before, during, or after school.

• Underclassmen are not allowed to return to their cars, move or drive a vehicle off campus without permission from a school official during the school day.

We expect all Pembroke Hill students to drive responsibly and respectfully while on campus.

Failure to comply with the Driving and Parking Regulations could result in the following:

• Warning letter

• Vehicle towed from the premises at the owner’s expense

• Termination of on-campus parking  privileges

Students and parents/guardians should note that Pembroke Hill School is not responsible for theft, damage, or vandalism to any vehicles parked on the school lot or streets close to the school. Car doors should always be locked, with items of value removed from plain sight. 

Student Transportation Policy

The student transportation policy dictates how students will be transported to school-sponsored events. This policy only applies to participants, not spectators, and to situations for which students leave from school.  During the online enrollment process, parents are asked to complete specific questions about approved means of transportation for their student(s).  The approvals provided through this process direct how students can be transported to an event. The form is available in the Parent Portal.

Policy Highlights

The expectation is for students to ride on school transportation when it is provided.  Through the online system, parents can authorize their student(s) to be transported by:

• Other PHS parents in their own automobile;

• Riding with other students, if the parents of both passenger and driver have given this permission; or

• School-arranged transportation.

The complete transportation policy is available from the business office.

Shuttle Service To/From School

An optional transportation service is offered to shuttle students to/from school and centralized stops. Three routes are offered: one to areas north of the Missouri River and the other two serve areas south of PHS in Johnson County, Kan. Details about the service can be obtained on the Pembroke Hill website or by contacting the business office. 

January Interim Week

The first week following winter break is an interim week dedicated to alternative and experimental course offerings, which provide non-traditional learning opportunities for students. The primary purpose of the January Interim (Jan Term) is to enrich students' learning experiences by giving them opportunities to study in areas and in ways not available in the regular curriculum. Jan Term promotes interdisciplinary learning, independent study and provides opportunities for community service and travel. 

Jan Term is a vital part of the academic year. In many ways, it provides a creative, collaborative and experiential complement to the academic rigor of the rest of the school year. A Jan Term committee reviews and approves courses and trip proposals. Jan Term trips provide opportunities for educational experiences outside of the traditional classroom. Jan Term travel opportunities are announced to the students during assemblies and usually require early sign-up. Proposals for independent study or community service and engagement are reviewed and approved by the Independent Study Program Committee.

Full participation in the Jan Term week program is required. School academic, conduct and attendance policies will be enforced during the week. Failing an interim course results in assignment to study halls/detentions for a minimum of three weeks for each failed course. 

Policy On School Closing Due To Bad Weather

We hold school whenever possible. While inclement weather conditions can disturb normal school routines, families are even more disrupted when they have to make alternative supervisory arrangements for their children on short notice.

Rather than cancel school or risk driving during early morning traffic when road conditions are at their worst, we occasionally may delay the start of school until 10 a.m. Early arrivals will be accommodated.

Announcements concerning school closings will be made by 6:15 a.m. Parents will receive an email, text message and voicemail about school closures. 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. Delayed starts will be announced as well.

When driving conditions or distance from school prevent a student from being here, the absence will be excused and the student will have the opportunity to make up work missed.

Parents/Guardian Tips

Parents are encouraged to read the entire handbook to have a fuller understanding of the responsibilities and rules of the upper school community.

At Pembroke Hill we believe that the quality of education a young person receives is dependent on the school environment, as well as the home environment. If the expectations of students are consistent in and out of school, they will develop more rapidly and with more self-confidence. With this in mind, we invite, and expect, parental involvement in the school community. The best interest of students should always be the primary concern of parents and educators. In order to avoid conflicts and misunderstandings that result in confused messages to students, we have structured the school community to help ensure open lines of communication among faculty, students and parents. Please do not hesitate to call us with any question or concern.

Parents Association

The purpose of the Pembroke Hill Parents Association is to foster a sense of community within our school in which all families are encouraged to engage, connect and support each other.

All parents who have a student enrolled at PHS automatically become members of the Parents Association.  Membership dues are included as part of tuition and fees and go toward benefitting all students and families at PHS.

Parents of Pembroke Hill students of all ages are encouraged to become involved in the school by volunteering through Parents Association committees and activities. Please visit the Parents Association tab on the parent portal for more information: 

https://portals.veracross.com/pembrokehill/parent/pages/Parents-Association

Contact Sandra Rodriguez, director of parent programs, 816-936-1225 with questions.  She will find the perfect volunteer opportunity for your time availability and interests.

Pembroke Hill Additional Costs

Parents of children at Pembroke Hill, like parents of children at all schools, will encounter expenses in addition to enrollment expenses (tuition, Bookstore deposit for books and supplies, lunch, Parents Association dues and class dues) as their children progress through school. Over the past several years, Pembroke Hill has worked to minimize these extra costs while creating a tuition structure that is as inclusive of these costs as possible. Parents are always encouraged to contact the division head or the director of admissions and financial aid if they have a concern about an expense.

Some of these additional expenses are required of a student if they choose to participate in an activity (such as athletics) or a specific course. Other expenses are for items that are voluntary with the degree of student involvement becoming a family decision.

The following lists of expenses are included here to help parents/guardians get a sense of the activities and events that have costs associated with them. They are listed by categories such as school-wide and by division. Within these categories, items are listed as required or optional. These lists should not be considered complete, but it is hoped that most items have been included so that families may plan accordingly.

Expenses (Required)

• Specific course expenses (art supplies, textbooks, calculators, choir attire, etc.)

• AP Tests (if in AP courses)

• SAT/ACT standardized tests (mostly grades 11 and 12)

• January Interim expenses (trips have different costs; some courses have costs - many do not)

• Advisory treats

• Parents Association Dues (includes membership in the Raider Club and Arts Council)

Expenses (Optional)

• Annual Fund

• Arts/sports performance videos

• Choir trip (school pays a portion)

• Drama and musical productions - shoes

• Parent/Guardian gatherings

• Projects supporting charitable organizations

• School photos

• Student club fundraising (bake sales, candy sales, etc.)

• Snacks/food for various events

• Thespian trip (school pays a portion)

• Interscholastic sports - personal gear (Additional costs vary by sports. An outline of specific costs will be presented to familes during the team meeting at the beginning of the season. Complete lists also will be available in the athletic office prior to these meetings.)

• Academic competitions (Varies by program. Most expenses paid by school. Some travel costs shared with school.)

• Prom/dances - ticket, attire, dinners, flowers

• Letter jacket

• Class ring

Additional Senior Year Expenses (Required)

• College application fees (varies by school)

• Senior photo

Senior Year Expenses (Optional)

• College trips

• Celebrate Our Senior events

• Graduation announcements/merchandise

• Yearbook ads

• Senior video 

Chaperoning Guidelines

During the upper school years, PHS offers a variety of activities designed to allow students to socialize with each other. These include dances and after-game mixers. Many of these activities require parent/guardian volunteers to chaperone. Without the parent volunteers, these events, which many of our students enjoy, would not be possible.

Faculty and administrators also chaperone at each school-sponsored event. When chaperones arrive, they should locate the event faculty sponsor. The sponsor will introduce guardians to faculty chaperones, explain school rules to be enforced during the event and assign areas to be chaperoned.

Parents/guardians should arrive approximately 10 minutes prior to the event and remain until all students have gone. In some instances, it will not be necessary for all chaperones to stay that late. The faculty sponsor will let you know if that’s the case.

Report suspicious or inappropriate behavior to a faculty member or administrator. Parents/Guardians are not expected to take action themselves in response to such behavior.

School rules that are enforced at all school-sponsored activities are: no alcohol/drug use during or prior to the event; no tobacco use or smoking; no re-admission to an event by any student after leaving the event; no admission to the event for anyone but PHS students and their dates or registered guests. If chaperones believe a violation of one of these rules has occurred, they should report the concern to a faculty member or administrator. If there is conclusive evidence of violations of rules concerning tobacco/alcohol/drug use, the student’s guardians will be called and asked to come to school and pick up their child, and subsequent school discipline consequences will be considered.

The Student Services section includes information about the following:

• Upper School Advisory Program
• Class Sponsors
• Upper School Counselor
• Wellness
• Upper School Learning Specialist
• Student Services Team
• Documentation Of Temporary Disabilities
• Test Proctoring - Learning Lab
• Tutoring Policy
• College Counseling
• Community Service And Engagement
• Bookstore
• School-Issued Laptop Computers
• Lost And Found

Upper School Advisory Program

Goal: The goal of the upper school advisory program is to foster student growth and development with a supportive group of peers.

Every upper school student has an adviser who can answer questions about any aspect of school life, assist with enrollment, review grades and academic goals, be an advocate in any area of school life, especially disciplinary actions, and work to resolve problems. Advisers will meet individually with advisees two to three times per semester, more often as deemed necessary by the adviser or advisee. The entire group of advisees meets once a week.

Parents should consider the adviser as their primary contact at school, calling on the adviser for help with concerns or for information relevant to the areas listed above. The adviser will either take appropriate action or direct parents to the appropriate resource person.

Similarly, students should use the adviser as an advocate and source of information. While students new to the upper school are assigned an adviser, returning students have an opportunity in the spring to request another teacher as their adviser. Students who do not request a change remain in the same advisory group all four years of upper school.

The Student Services Team (the school counselor and the Ward Parkway learning specialists) assists advisers when an advisee needs extra academic assistance or accommodations. This team works with the adviser, the student, the parents and the faculty to develop a plan to help the student improve and become academically successful. The upper school counselor serves as the chair and the convener for this team.

Class Sponsors

In addition to the advising program, each class has two faculty members serving as class sponsors. The class sponsors work with the class and its officers to plan activities, supervise elections, discuss special issues and assist the class with community service projects. Class sponsors are also responsible for taking attendance at assemblies and during fire drills.

Upper School Counselor

The upper school counselor works with students, families, faculty and staff to address social and emotional issues that arise in the upper school. The counselor recognizes that students may have problems that interfere with academic, social or family success. Students are welcome to see the counselor regarding any problem on an informal basis at any time. Problems can vary from worries about a friend to concerns about family issues and/or personal life changes. In addition to accessing ongoing support and information, students are able to receive short-term individual counseling as well as assistance in the transition to therapeutic resources within the community when needed.

At times, this outside support may take the form of inpatient treatment. In these instances, before a student returns to school (following an evaluation due to elevated risk of suicide or suicidal intention), a letter or copy of the documented current treatment plan from a mental health facility or licensed mental health provider stating that the student is no longer at imminent risk for harming themselves or others shall be provided to the school. The school may also require that a release form be signed to facilitate communication between the school and the outside support system.

A voluntary intervention program is available to students who may be engaged in drug-related activities, but who are seeking assistance for discontinuing these activities through voluntary intervention. The voluntary intervention program assumes the following:

• The administration is unaware of the student’s drug-related activities.
• Parents/guardians may be unaware of the student’s drug-related activities.
• The student is seeking assistance at a level defined by the student.
• The student defines the realm of confidentiality, i.e., no information regarding the identity, assessment, treatment, progress, etc., may be released to anyone outside of the school counselor and parents/guardians in the event the student is a minor, without the expressed written consent of the student.
• The student who seeks voluntary assistance has already taken the first and most important step toward recovery.

In addition to the voluntary intervention program, students may be required to participate in a mandated intervention program. Voluntary and mandated intervention programs are under the direction of the counselor. The components of the mandated intervention program required as a disciplinary consequence are outlined by the division head and overseen by the counselor.

Wellness

The intent of the upper school wellness program is to offer sessions that will promote and strengthen health and wellness (mental, physical and social), as well as provide our students with more individualized information on their personal well-being. The program is directed by the upper school counselor. Upper School Learning Specialist

Upper School Learning Specialist

The upper school learning specialist works individually with students referred by the Student Services Team. They evaluate student records/testing, make recommendations and write accommodation plans to assist teachers in providing students with a successful educational experience. The learning specialist, whose office is located in the upper school Learning Lab (Commons 227), is available to provide support for faculty and advisers and offer college counselors suggestions that might be appropriate for students with learning issues.

Student Services Team/Learning Resource Center

The Student Services Team (SST) is composed of the upper school Learning Specialist, the counselor, and the division head. This team collaborates to provide support for students who show signs of struggle in academics or interpersonal relationships. Advisers, teachers, students or parents/guardians who feel a student is having difficulty are encouraged to contact any team member to make a referral to the team.

Students who submit professional documentation may be eligible for academic accommodations and services. The SST considers all documentation on an individual basis. Once a student is deemed eligible for learning support services, the SST will determine appropriate accommodations based upon the documentation provided. Accommodations and services may include (but are not limited to):

• Extended time;
• Quiet non-competitive setting to test; or
• Audiobook

A current psycho-educational assessment completed within the last three years by a qualified professional is required to validate eligibility for support.

Note: A school plan, such as an Individualized Educational Program (IEP) or a doctor's note for a non-medical diagnosis, is not adequate documentation.

The records kept in the Learning Resource Center are strictly confidential and are not part of a student's academic record.

Guidelines for Documentation of Temporary Disabilities

Students may present a temporary disability, such as a concussion or physical injury, which may impact their academic performance. Access to accommodations through the Learning Resource Center may be deemed appropriate to support those needs.

If students require assistance with participation in the academic program due to such circumstances, they must furnish the SST with a statement on letterhead completed by a qualified clinician, which provides:

• A description of the impairing condition;
• An assessment of how the injury compromises academic performance;
• Recommended accommodations for the academic setting (updated by a physician every four weeks if the student is still impacted); and
• Requirements for return to academic and/or athletic activity (concussion).

Students who cannot – due to intervening circumstances – meet academic expectations with the support of (annual or provisional) accommodations and/or the learning specialist, may be recommended for an alternate program and/or setting (such as extended absence). Such cases are referred to the upper school counselor and academic dean, who will work with the family and student's outside team to develop an appropriate plan.

Test Proctoring

The Learning Resource Center (located in the upper school Commons) offers test proctoring for students who have documented learning issues and for whom test accommodations are approved, from 8:45 a.m. to 3:30 p.m., Monday through Friday. This is provided should students request test accommodations, and faculty support for such requests occur in a timely fashion.

The upper school Learning Specialist and Learning Lab are located in the US Commons, Rm. 227

Tutoring Policy

Frequently, a student will need help beyond classroom instruction. Individual meetings between student and teacher are a valuable teaching tool. We encourage and expect students to ask teachers or advisers for help when they are having problems; parents should also encourage their child to do this. The adviser serves as the resource and school liaison for students and parents.

The teacher/student connection should occur before tutoring for academic-related issues is considered. When the school, parents or student thinks the student would benefit from ongoing remedial assistance, the learning specialists and adviser should be contacted to coordinate and to ensure that there is frequent communication between the tutor and the school.

Upper school students will not be tutored for academic-related issues for monetary compensation by upper school faculty during the academic year unless an exemption is granted by the department chair and the division head.

The College Counseling Program

The college counseling program includes private, as well as group counseling, for both students and parents. This is conducted by the college counseling staff and begins with group meetings during the ninth and 10th grades. Students are assigned an individual counselor in the spring semester of the sophomore year and this relationship will continue all the way through graduation. The College Counseling Center offers current information on hundreds of colleges and universities and is a valuable resource. The college counseling section of the PHS website contains a number of useful links and resources as well.

Nearly 100 colleges visit Pembroke Hill each fall. With teachers’ permission, juniors and seniors may be excused from class to visit with college representatives. If students plan to attend such a meeting, they should sign up in advance online.

Seniors should plan college visits with the help of their college counselors. In addition, counselors and all teachers should sign a permission form available in the upper school office or in the Parent Portal at least one week prior to the senior’s departure. A maximum of five days is allowed for senior college visits. Additional days will be considered as not approved. Faculty members are not required to provide extra help or give make-up tests if the absences are not approved.

As a member of the National Association for College Admission Counseling (NACAC), PHS expects its students to honor and adhere to NACAC’s Statement of Students’ Rights and Responsibilities, and Statement of Principles of Good Practice, especially with regard to the May 1 candidates reply date, early decision agreements and any required reporting of disciplinary infractions.

Community Service And Engagement

Pembroke Hill students are imbued with the responsibility to do good for the benefit of all. To this end, we envision community service as engagement–engagement with the community at large and within Pembroke Hill School. Engagement is premised upon relationships that are both mutually beneficial and long-term. It is our goal to cultivate meaningful opportunities that ground classroom knowledge with real-world issues, believing that exposure results in greater awareness and compassion.

From our early years program, nested in a Reggio Emilia approach, to upper school community engagement, experiential opportunities are woven into the fabric of engagement both inside and outside of school, reflecting the foundational inspiration of John Dewey’s experiential, hands-on approach. This approach, too, extends contemporary models of service learning where “students use academic knowledge and skills to address genuine community needs.”

In the spirit of engagement, students are encouraged to actively engage in direct experiences with interpersonal contact, to serve those in need and to step outside of their comfort zones of familiarity.

Our graduates complete at least 60 hours of service over four years, of which 40 hours must be outside of Pembroke Hill. For transfer students, at least 15 hours of service is required per year. Most of this work will take place with a nonprofit organization. There are many worthwhile volunteer and service needs but not all qualify for credit under the Pembroke Hill vision of community engagement. Hours will not be awarded for meeting time, fundraising or religious practice (eg, acolyte). Hours earned in pursuit of another goal (eg, Scouts) do not simultaneously count towards the Pembroke Hill requirement.

Service hours will be tabulated each semester and will be reported on semester report cards. We employ a digital service hour tracking platform, Helper Helper, and it is the student’s responsibility to enter and update their service hours in a timely manner. Hours may be submitted up to one year (June 1 to May 31). Recognition for the President’s Volunteer Service Award will occur every May; therefore hours must be submitted with ample time in order to receive this recognition.

Community Awareness Bulletin Board
In order to create a greater awareness of extracurricular activities in the Kansas City community, student government maintains the bulletin board outside of the upper school office.

Announcements such as job opportunities, extracurricular activities of fellow classmates, art fairs, poetry symposiums, and science exhibitions would be appropriate. The student government sponsor monitors the board and confirms that the guidelines are followed.

Leadership Program
Our mission embodies the Pembroke Hill Leadership Program -- together, cultivating the best in each, for the benefit of all. The program cultivates student leaders who reflect our values of respect, compassion, scholarship, and integrity. To nurture these traits, the leadership program functions within the academic and extracurricular framework of the upper school.

The Leadership Advisory Board, a team of students selected through an application and trained during the summer, works to identify the needs of the school and to affect change within the school community. It is the school’s goal that ultimately students will be self-aware, inclusive, and engaged members of their scholastic and extracurricular communities through service, retreats, curriculum, athletics, speakers, advisory and discussion.

Bookstore

Students may charge books, school supplies, clothing, book bags and athletic gear at the Bookstore. Parents/guardians should establish a clear understanding with their child about this charge privilege.

Included in your tuition bill is a deposit ($650 for 2022-23) for Bookstore charges. If a student has charged less than the deposit, parents will be credited through the business office at the end of May. If the charges exceed the deposit, parents are required to pay the difference. Each time a student exceeds the deposit by $200, a bill will be mailed by the business office. Parents/guardians may call the Bookstore at 816-936-1426 or email Bookstore manager Joanna Kubicki at jkubicki@pembrokehill.org, to check on their account or request a detailed printout.

The Bookstore opens Aug. 8, from 7:30 a.m. to 3 p.m., when workbooks, books, supplies and spirit wear go on sale (an email will be sent to reserve a time slot to shop). The Bookstore's hours until school starts will be 7:30 a.m. to 3 p.m. The bookstore hours throughout the school year are 7:30 a.m. to 3:30 p.m., Monday through Friday. Any questions should be directed to Joanna Kubicki, Bookstore manager.

All graphing calculator serial numbers should be registered with the Bookstore, whether purchased there or not. The student’s name should be on the calculator.

School-Issued Laptop Computers

Upper school students are issued Surface Pro laptop computers at the start of the school year. Students are expected to bring them to each class, charged and ready for use. Additional computers are also available in the library for student use during the school day. The upper school Commons and library have WiFi capabilities, and students bringing their own laptops will have Internet access. However, students cannot access the student server on their personal laptops, just the Internet.

With the Surface Pro Program, your bookstore account will be charged for insurance and ebooks. This year, the insurance fee will be $125. Ebooks vary depending on the classes your student is taking. Most textbooks are ebooks on the Surface Pro. Some classes have a textbook, a workbook or a reading book that the student will need to purchase as well. At the end of the school year, we do take back a few of the English reading books. These books are on consignment. You will get a small credit when we sell the book the following school year. If we don't sell the books, we will donate them.

The school Bookstore has Urban Armor Gear cases for the Surface Pro, which are mandatory for all upper school students and come with a warranty that extends through the end of that school year. The school technology department will help file a claim if needed.

If a student is using this Surface Pro case, the first break/damage will incur a cost of $150. The second will be charged $300. All subsequent repairs will be charged at the full replacement cost ($950 at present). These breaks/damages are cumulative for the student’s time in the upper school and do not reset yearly. If a student is not using the UAG case from the Bookstore, the repair/replacement will be charged at the full replacement cost on all breaks.

The device comes with a keyboard. The first break/damage to the keyboard will incur a cost of $25, The second will be charged at $75. All subsequent replacements will be charged at the full replacement cost ($110 at present). These breaks/damages are cumulative for the student’s time in the upper school and do not reset yearly.

Lost And Found

There is a lost and found box in the Bookstore and language hallway. Please label all articles of clothing and books with the student’s name to expedite their return. Items are kept in lost and found for one month and then donated. Other places to check for lost items are the gyms, the library and the dining room.

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

• Relationships Within The School Community
• Upper And Middle School Code Of Conduct
• Philosophy Of Student Discipline
• Academic Integrity
• Discipline/Dismissal/Diversion
• Honor Council
• Harassment/Discrimination Policy
• Illegal Substances & Weapons
• Dress Code
• Internet Acceptable Use Statement
• Cell phones
• Food & Drink
• Visitors
• Child Abuse & Neglect Policy
• Responsibilities Away From School

Relationships Within The School Community

A close, caring, working and learning community of diverse people is the school’s greatest asset. Students, faculty, administrators, staff members and parents must be mindful of their relationships and responsibilities to others.

Students: Students need to show concern for the well-being of other students and respect their property, time and needs. Hazing or any other physical, emotional abuse or harassment (including inappropriate jokes), whether based on race, religion, ethnicity, gender, sexual orientation, physical appearance or background is intolerable and will lead to disciplinary action. Theft will lead to immediate suspension or expulsion. Students must be very cautious not to infringe on a fellow student’s need for and right to a calm and peaceful place to think, read and work. Students should remember and respect the fact that they are not alone and that others are sharing the gathering areas and workspaces. Therefore, dress and public displays of affection should at all times be respectful and not a distraction. Since we strive to be a diverse community, acceptance and respect for individual differences are essential.

Faculty: Students are encouraged to establish a close personal working relationship with the faculty in and out of the classroom. They are encouraged to seek out faculty members in their offices to ask questions, receive extra help or simply to discuss issues of concern. However, they should honor a faculty member’s need for privacy and time for other work. This may mean conforming to posted office hours or making appointments.

Administration: Administrators serve their fellow teachers and students by running the school smoothly. Students should familiarize themselves with their responsibilities and assist them in whatever way possible. Students are encouraged to analyze and question policies and procedures, but they should attempt to make changes in an orderly and respectful way; that is, by going through the proper channels such as through the student government.

Staff: The staff plays an important role in the everyday operations of the school. Students should introduce themselves, become familiar with the jobs of the staff members, and provide help and support wherever possible.

Parents: Parents play important roles in students’ lives, and the school considers parents to be partners in the education of students. The school and students must keep parents informed about the educational experience at Pembroke Hill. Parents are encouraged to contact teachers regarding student grades as needed. Parents are always welcome to contact any teacher or administrator with questions or concerns.

Upper And Middle 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 and require 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 and abstain from the possession, use, or being under the influence or in possession of alcohol or other illegal chemical substances  on campus or at school-related functions;
• 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, possession, use or being under the influence of drugs or alcohol or any behavior not in accordance with the school’s mission or core values.

A student's actions outside school that exhibit a propensity 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 area. 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 results in disciplinary consequences, including, but not limited to, suspension or expulsion.

Students are expected to follow these guidelines and to engage in behavior that is consistent with the school's motto, Freedom With Responsibility. Students should also recognize that there are other rules necessary for the effective functioning of this community. The must understand and accept the rules and observe them.

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
• 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. 

Academic Integrity

According to our school’s Code of Conduct, students are expected to act with integrity. This includes integrity and honesty in all areas and in all work presented as one’s own. Such violations seriously call into question the right of the offender to remain a part of the Pembroke Hill community.

Because any kind of academic dishonesty is a grave offense that could result in suspension or expulsion, students, parents, and faculty share the responsibility to ensure that our school community is, at all times, acting with integrity and honesty. Any concerns should be reported directly to the faculty member or to an administrator. Generally, academic dishonesty is defined as intentionally using or giving unauthorized aid on any work for which a grade is given. In summary, students should observe the following guidelines:

1. Students should not copy, or allow to be copied, homework or other papers. Working together on problems or making editorial suggestions on a paper is a good learning process, but loaning or making use of another’s finished work is dishonest.
2. Plagiarism is always dishonest. If students use the exact wording, paraphrased wording or even the ideas of another writer without giving proper credit in a footnote or other form of documentation, they are guilty of plagiarism.
3. Possession or use of unauthorized notes, or copying answers from another student on an exam, test, or quiz is blatant cheating.
4. Communicating information or content from tests or quizzes to other students is unauthorized. Students who engage in such conduct are guilty of academic dishonesty.

Students found cheating on quizzes, tests, homework or research papers will be given a grade penalty determined by the department. Acts of academic dishonesty will be reported by the teacher to the department chair and reviewed by the Honor Council chair. The parents and adviser will also be notified. Additional consequences may be decided at this time or the division head may convene the Honor Council. The Honor Council may recommend additional consequences, which may include:

• An F grade will be assigned to the work;
• Honors study hall and honor roll (if applicable) be terminated for that semester. If the violation is sufficiently close to the end of a semester, the next semester may begin with these restrictions;
• Disciplinary probation; or
• Suspension or expulsion.

Cheating on a semester exam may result in a failure in the course.

Discipline/Dismissal/Diversion

Everyone is responsible for helping maintain an environment where all can reach their fullest potential. Pembroke Hill fully expects its students to endorse the school's motto, Freedom With Responsibility, by accepting responsibility for their behavior. Students must represent the school at all times, whether on or off campus, in a manner consistent with our standards and principles.

Cheating, stealing, destruction of property, violence, harassment, possessing a weapon at school-related activities or possession, use or being under the influence of illegal drugs or alcohol are never permissible.

Most of the responsibility for discipline falls to the division heads and faculty. However, the head of school assumes ultimate responsibility for dismissing any student who, in his judgment, after consultation with members of the faculty and administration, should be separated from the school for academic reasons or for unsatisfactory behavior.

We do not make public announcements regarding the nature or specifics of the student’s infraction, the student’s name, nor the discipline imposed on a student who has broken school rules. In order to discourage and help prevent misinformation and rumors, we will discuss, through the advisory program, the nature and the consequences of school infractions while respecting an individual’s privacy.

If a student is arrested or receives a ticket for breaking a state rule or is placed on a diversion or immediate intervention contract by the court system, the student must inform the school authority that this has occurred. The student should notify the division head.

Upper School Honor Council

The Honor Council is composed of four to six students and four to five faculty members and a chair appointed by the upper school division head. The students are members of the junior or senior class. Students are nominated by the faculty in the spring of the upcoming academic year and are subsequently appointed by the chair for a one-year term. Faculty members are also appointed.

The Honor Council is an important collaboration between the students and adults to support the goal of academic integrity at Pembroke Hill School. Service on the Honor Council requires meaningful dedication and time commitment from all members. Maintaining confidentiality of all proceedings and one's own personal record of integrity are essential requirements for participating on the Honor Council.

In order to ensure fair and equitable disciplinary action for students, the Honor Council may be called into session at the request of the division head or by student petition to the Honor Council chair. The student, with their adviser, appears before the Council.

All offenses that could lead to a suspension or dismissal will be brought before the Honor Council unless both the division head and the involved parties agree to have the matter resolved by the division head, and the student does not have a prior Code of Conduct violation. Any potential incident involving a student with a prior Code of Conduct violation must be heard by the Honor Council. The foregoing notwithstanding, any infractions which may involve violations of the law will be referred directly to the head of school, who will resolve the matter in consultation with the upper school division head. Such matters shall not be referred to the Honor Council. In addition to matters involving possible violations of law, in special circumstances, the head of school may work with the division head for a final resolution.

Responsibilities Of The Honor Council

The Council:

1. Hears cases regarding student disciplinary action that are serious or chronic in nature;
2. Makes recommendations to the division head concerning student
3. violations of school policy. The council may recommend that a student be suspended from school for one to 10 days. Suspensions are usually served off-campus, and the student is required to make up major tests, papers and course requirements;
4. Makes recommendations concerning placing a student on disciplinary probation who has committed serious or repeated violations of school policies. Disciplinary probation means a repeat of the violation that caused the student to be placed on probation could result in the student’s dismissal. In addition, any violations of other policies will also be considered very serious and may result in the recommendation that a student be dismissed;
5. Hears recommendations for changes in disciplinary policy and procedures. Recommended changes will be subject to approval by the division head; and
6. Acts as a grievance committee for a student who feels he or she has been unfairly treated in a case involving disciplinary action.

Honor Council Hearing Procedures

1. The Honor Council chair welcomes all participants and calls the meeting to order. Participants may include reporting individual(s) and student(s) in question and their faculty adviser(s). (Parents are not invited to attend Honor Council hearings).
2. The Honor Council chair explains the case to all present.
3. The student in question is invited to give his or her statement in the presence of their adviser, and follow-up questions from the Honor Council are heard.
4. The student's adviser is invited to give a statement regarding the character of the student.
5. The student in question is dismissed so that the Council can review the case.
6. Honor Council members discuss the case and agree on a recommendation to forward to the division head.

The division head reviews the recommendations of the Honor Council and makes the final determination of consequences and actions. The Honor Council chair will notify the student and the parents of the consequences, and a record of the incident and the consequences will be kept on file.

Pembroke Hill is a member of the National Association for College Admission Counseling (NACAC) and supports NACAC’s Statement of Principles of Good Practice. Therefore, the school will, when requested on the institution’s application, report student conduct records to colleges and notify colleges of any significant changes in the student’s academic or personal status between the time of application and graduation. This includes, but is not limited to, serious disciplinary violations, honor violations, probation, suspension, dismissal or a significant drop in grades.

Harassment/Discrimination

The Pembroke Hill School does not discriminate in its practices or policies on the basis of race, color, religion, national or ethnic origin, disability, sex, sexual orientation or age. Moreover, Pembroke Hill does not discriminate against other qualified students in any of the school’s programs or activities on the basis of race, color, religion, national or ethnic origin, disability, sex or sexual orientation of the student consistent with the school’s goal of maintaining a diverse student body.

We expect all Pembroke Hill School community members to conduct themselves in a manner that is respectful to all individuals. Therefore, inappropriate jokes, the use of slurs, harassment or hazing of any type will not be tolerated.

Harassment is defined as:

Any unwelcome overt or covert gesture, written, verbal or physical act, or any electronic communication that is reasonably perceived as being motivated by characteristics such as race, color, religion, ancestry, national origin, gender, sexual orientation, gender identity and expression, or mental, physical or sensory disability or by another distinguishing characteristic, that takes place on the property of Pembroke Hill School or at any function sponsored by PHS that negatively affects an individual of one or more of the aforementioned groups.

Specifically, these behaviors may include, but are not limited to, the following:

• Repeated, unwanted/unsolicited contact that includes face-to-face communication, repeated derogatory comments about a student or students to (a) third party or parties, telephone calls, voice messages, text messages, direct messages via social media platforms, electronic video and/or photography, electronic mail, instant messages, written letters or unwanted gifts;
• Verbal or written abuse, threats, coercion or any other conduct that places another individual in reasonable fear of their safety through words or actions, directed at that person, or substantially interferes with the educational or personal environment of the individual; or
• Persistent offensive and/or threatening communication in person, via email, chat rooms or other electronic devices.

In order to raise general awareness, members of the school community must be educated on the topic of harassment on a continuing basis. Methods of an educational component may include speakers, panels, videos and assemblies.

Any person who subjects a member of the school community to harassment will face consequences. Disciplinary action for a first offense may include:

• Verbal warning and parental notification;
• Education on the topic of harassment;
• Counseling;
• Detention; or
• Suspension.

Repeat offenders will appear before the Honor Council, and disciplinary action will increase in severity, including possible expulsion.

Any person with knowledge of harassment involving any member of the school community should report the incident to the person with whom they feel the most comfortable, such as an adviser, teacher, class sponsor, coach, counselor, dean of students or division head. Confidentiality is ensured.

Illegal Substances & Weapons

The consumption of alcohol by anyone under the age of 21 is prohibited by law. State and federal laws also strictly prohibit the use and possession of illegal drugs or controlled substances. Pembroke Hill abides by these laws. Therefore, students may not use, possess (in any amount), sell, distribute or be under the influence of alcohol, illegal drugs, CBD or controlled substances (for which the student does not have a prescription or uses in a manner inconsistent with the prescription), or unauthorized inhalants at school, on school property or in the immediate vicinity, or at school-related functions. Possession, transfer or sale of drug paraphernalia is also prohibited.

Whenever a school employee reasonably believes that this policy may have been violated, the school may conduct a search of school property, private vehicles on school property or students and their backpacks, bags, purses, coats and other items of personal property. The school may also test students for drug or alcohol usage and may require any student suspected of violating this policy to submit to a screening test at school or immediately proceed to a testing center chosen by the school with the full report sent immediately to the division head. Testing will be done at the expense of the parents and parents will be notified of the test results. Refusal to submit to such a test will result in immediate disciplinary consequences.

Any student who violates this policy is subject to disciplinary consequences and possible criminal prosecution. All violations of this policy are considered serious. Violations of this policy will result in the appearance of the student before the Honor Council. Consequences recommended by the Honor Council to the division head may be, but are not limited to:

• Disciplinary probation* (ranging from one semester to three);
• Suspension from school;
• Evaluation by a physician or professional counselor, coordinated through our school counselor;
• Mandated alcohol/drug intervention (specifics are on file in counselor’s and division head’s offices);
• Education concerning alcohol and other drug issues;
• Restrictions from participating in extracurricular activities; and
• Dismissal from school.

*Disciplinary probation means that a repeat of the violation that caused the student to be placed on probation could result in the student’s dismissal. In addition, any violations of other policies will also be considered very serious and may result in the recommendation that a student be suspended or expelled.

Realizing the seriousness of the problem of alcohol and drug abuse/misuse, our school has drug/alcohol intervention strategies in place. Intervention may be mandated through disciplinary action or voluntary, brought to the attention of the school counselor by the student seeking voluntary assistance or by other parties concerned about a student’s welfare.

The Board of Trustees established the following policy:
“The Board reminds parents that, in planning social events in any way related to school activities and involving students, steps must be taken to prevent the serving of alcoholic beverages to or the consumption of such beverages by students. The Board further encourages parents to give careful consideration to the elimination of the serving of alcoholic beverages to adults at such functions if students are to be present.”

Smoking And Other Tobacco Use Smoking by students and/or the possession or use of any other tobacco product, electronic cigarette or “vaping” device is prohibited in any school building, in vehicles parked on school property, at school-sponsored activities, programs or events, and on school-owned or operated property. Students may not smoke, vape, use or be in possession of tobacco in any form throughout the school day anywhere on campus or in the immediate vicinity of the school. This includes smokeless tobacco products and applies to all school-related activities. If students ignore this policy, they will receive three detentions, lose privileges such as honors study periods and open campus for four weeks, and parents will be contacted. A second violation will result in an appearance before the Honor Council and possible suspension.

Dangerous Weapons Guidelines
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 weapons, 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 disciplinary consequences and could include notification to the Kansas City, Mo. police department and expulsion.

Dress Code

The upper school student dress code encourages Freedom with Responsibility by supporting equitable educational access and does not reinforce stereotypes, or increase marginalization or oppression of any group based on race, gender identity, gender expression, sexual orientation, ethnicity, religion, cultural observance, household income or body type/size.

The dress code reflects our four core values: Respect, Compassion, Scholarship and Integrity.

• The student dress code supports our goal of inspiring students to learn while leaving primary decisions around student clothing and style to students and their parent(s)/guardian(s). Our expectation is that students will be responsible and held accountable for abiding by the dress code and for compliance with the policy during school hours and school activities.
• All students should be able to dress comfortably for school and engage in the educational environment without fear of body shaming.
• Student dress code enforcement should not result in unnecessary barriers to school attendance.
• A "distraction" policy will not be tolerated. Students will not receive violations on the grounds that they are a “distraction.”
• Teachers will focus on teaching without the additional and often uncomfortable burden of dress code enforcement. If a student is in violation, they will be electronically reported.
• Inconsistent and/or inequitable discipline should be minimized whenever possible.

Basic Principle:
Certain body parts must be covered for all students at all times. Clothes must be worn in a way in which private areas are fully covered with opaque fabric.

Students Must Wear:

• A shirt with opaque fabric in the front, back and on the sides under the arms, which covers to the top of pants or equivalent at all times; AND
• Pants/jeans or the equivalent (for example, a skirt, sweatpants, leggings, a dress or shorts); AND
• Shoes.

Students May Wear:

• Hats must allow the face to be visible to staff and not interfere with the line of sight of any student or staff;
• Religious headwear;
• Hoodie sweatshirts (wearing the hood overhead is allowed, but the face and ears must be visible to school staff);
• Fitted pants, including opaque leggings and “skinny jeans”;
• Ripped jeans, as long as underwear and buttocks are not exposed; or
• Athletic attire.

Students Cannot Wear:

• Violent language or images;
• Images or language depicting drugs or alcohol (or any illegal item or activity);
• Hate speech, profanity or pornography;
• Images or language that creates a hostile or intimidating environment based on any protected class or consistently marginalized groups;
• Any clothing that reveals visible undergarments; or
• Any item that obscures the face or ears (except as a religious observance).

Dress Code Enforcement

• Students will be informed of a dress code violation via email or in person before receiving any formal action.
• Students in violation will be provided three (3) options to meet dress code standards:

1. A student will be asked to put on their own alternative clothing, if readily available at school for the remainder of the day.
2. A student will be provided with temporary school clothing for the remainder of the day.
3. If necessary, a student's parents may be called to bring alternative clothing for the student to wear for the remainder of the day.

Penalties:

• First Violation: A warning will be given if the violator adheres to dress code standards after responding to the violation notice. If the violator fails to respond, the violation will be treated as a second violation.
• Second Violation: two lunch duties.
• Third, Fourth, Fifth Violation: one detention per violation.
• Sixth or more: Two weeks demand study hall, loss of meetings or loss of off-campus privileges.

These dress code guidelines shall apply to regular school days and sponsored activities, excluding dances and sporting events. Students who have questions about the dress code or enforcement issues should contact the dean of students, the Honor Council chair or the division head.

Internet Acceptable Use Statement

Pembroke Hill’s intent is to make Internet access available to further its educational goals and objectives. Pembroke Hill 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 the Internet in an acceptable and ethical manner. The use of the 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.

MSHSAA By-Law 212.0
For students participating in any school activities, athletics or otherwise, MSHSAA By-Law 212.0 also stipulates that “a student who commits an act for which charges may be or have been filed by law enforcement authorities under any municipal ordinance, misdemeanor or felony statute shall not be eligible until appropriate proceedings with the legal system have been concluded and any penalties ( i.e. jail time, fines, court costs, etc.) or special condition of probation (i.e. restitution, community service, counseling, etc.) has been satisfied." In addition, “if the student does not notify the school of the situation prior to the school’s discovery, then the student shall be ineligible for up to 365 days from discovery, pending review by the MSHSAA Board of Directors."

The division head will:

1. Meet with the student to review the conditions of diversion;
2. Inform the student’s adviser, the school counselor, the Honor Council chair, the coach or club sponsor and the athletic office;
3. Confirm with the student’s diversion officer that the school has been notified of the diversion status;
4. Cooperate with the diversion officer regarding any requests or suggestions; and
5. Review with the student MSHSAA By-Law 212 and school activities restrictions.

The student should confirm with the division head when all of the conditions of the diversion contract have been completed and the student has been dismissed by the court.

The school will treat this information confidentially and will notify only the student’s adviser, the school counselor, the athletic department and the Honor Council chair, unless other academic or discipline issues occur. The student will be considered “in good citizenship standing” and allowed to participate in MSHSAA activities when the division head has determined that, in accordance with MSHSAA By-Law 212, the major conditions of diversion are fulfilled or are being fulfilled.

Cell Phones/Pagers/Two-Way Radios/Personal Audio Devices

Cell phones, pagers, personal audio devices, tablets and two-way radios are not allowed to disrupt academic activities. Therefore, cell phones should remain off (not on and not in vibrate mode), and students should not be using their cell phones or other audio devices in any way during class time, assemblies, in the library, in locker rooms or restrooms. If a cell phone is used or if it disrupts class in any way, the teacher may take the phone. The student will be assigned detentions as a consequence and may also have to report to the Honor Council chair.

Food And Drink

Lunches are included in tuition and are served daily in the Patterson Dining Hall. Salads and fruits are available as well as hot entrees. Students on special diets may request an accommodation for their specific diet; the school will work to accommodate the request, but may not be able to do so in all instances. Off-campus food and deliveries are prohibited during the school day without prior permission.

Students are expected to bus their own dishes and to leave the dining space (tables, chairs, and floor) clean.

We consider having refreshments (drinks or snacks) in other buildings on campus a privilege and a responsibility. Students must be responsible for cleaning up after themselves or this privilege will be lost. In the spirit of respect – especially respect for those who will be using the space after you and respect for property and the environment – all should clean the space they used before leaving.

Visitors

If students meet unescorted visitors in the halls, they should always direct them to the upper school office or notify a PHS faculty/staff member immediately. Visitors to the school should be introduced to the division head, assistant division head, or dean of students. All visitors to school, including parents/guardians, are to register in the upper school office and receive visitor badges or name tags.

If students wish to bring a visitor or guest to school, or to a school social function, they need to obtain advance (72 hours) permission from the dean of students. The name of the visitor/guest, and a school reference contact name and telephone number are required.

After-School Hours
Students consistently remaining on campus after the 3:20 p.m. dismissal, and not involved in a teacher- or coach-sponsored activity must check in with the upper school office. The school, the parents and the student must agree upon the student remaining on campus after the regular school dismissal at 3:20 p.m. Students remaining on campus after 3:20 p.m., and who are not participating in a school-sponsored activity, or have not met with the upper school administration and agreed upon a safe and appropriate plan, may be disciplined.

For emergencies, parents may call 816-918-4462 after 4 p.m.

Child Abuse And 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 and must comply with the Missouri Child Abuse and Neglect laws. PHS will report any physical or verbal abuse, and/or neglect of a child to the Missouri Division of Family Services Child Abuse Hotline. More specific information on this process can be obtained from the division head.

Responsibilities Outside The School

A student enrolling in Pembroke Hill automatically becomes a representative of the school in the community. Therefore, students should conduct themselves at all times in ways that will honor the school, obeying local, state and federal laws and observing the norms of social behavior expected of Pembroke Hill students.

In general, what students do at home or elsewhere off campus at any non-school related activity is the concern of the students and their parents. If students’ misconduct outside of school is brought (with supporting details) to the administration’s attention, the school will notify the parents. At this point, it is the responsibility of the parents to determine appropriate action.

The school will not become involved unless a students’ actions outside the school:

• Exhibit a propensity or possibility of danger or harm to the members of the school community, the community at large or school property;
• Result in serious damage to the reputation of the school;
• Have a negative impact on student performance; or
• Interfere with orderly student instruction.

In such instances, the division head and the head of school will determine whether or not to take actions that could result in discipline consequences, including, but not limited to, suspension or expulsion.

Students’ sportsmanship at athletic events, at home and away, is especially important in this regard. They should strictly adhere to the following guidelines for sportsmanlike conduct:

• Show respect for opponents at all times;
• Show respect for officials;
• Know, understand and respect the rules of the contest; and
• Recognize and appreciate skill in performance regardless of affiliation.

If you need assistance or have a concern, contact the school administrator on call at the event.

The Communication section includes information about the following:

• Parents Newsletter
• US Division Head's Letter
• Website
• Social Media

Parents Newsletter

The Parents Newsletter is published by the school under the direction of the director of communications. It is sent to all Pembroke Hill families via email twice monthly.

Upper School Division Head's Letter

The upper school division head sends an Upper School Update - via email- to parents two times per month. The email informs parents of the various happenings in the upper school.

A schedule of weekly meetings and student announcements is posted on the Parent Portal each Tuesday during the school year as well.

Website

The school’s website, www.pembrokehill.org, is a wonderful source of information. Parents will also find information about admissions, the calendar, division-specific information and sports schedules.

Social Media

The school's social media channels are a great way to keep up with daily activities at the school.

• Facebook
• Twitter: @PemHillSchool; @PHSRaiders
• Instagram
• YouTube

   

The Health section includes information about the following:

• School Nurse
• Supplemental Student Insurance

School Nurse

Ninth-grade students and all new upper school students must have a current physical on file at the school before they begin classes. They must also have a current immunization record on file before the first day of school.

The school nurse is available from 8:45 a.m. to 3:20 p.m., in the upper school Commons on the Ward Parkway Campus. The nurse provides medical services to students including health appraisals, health education and first aid.

Emergency Information Forms are completed for each student at the time of enrollment. Updates can be made in the Household Profile Update in the Parent Portal. Please include student allergies and special health concerns on this form.

An Over-The-Counter Medicine Form must be completed for each student. Medicine dosages are determined by age and weight according to medication package instructions. All medications will be dispensed by trained employees only. Any medication dosage request that exceeds these guidelines require written permission from the doctor, which may be faxed directly to the nurse’s office at 816-936-1378.

Upper school students may be responsible for their daily medications or arrangements for medication dispensation made through the nurse's office or upper school office. Please send only the amount of prescription medications, antibiotics and daily medications the student should take at school. Medications must be in the original containers. You may obtain an extra-labeled medication bottle from the pharmacy at the time the prescription is filled.

All inhalers, whether used daily or as needed, require a Student Asthma Action Form signed by parent and physician. Any dosage change requires written permission from the doctor. This form may be obtained in the Parent Portal.

If your child gets sick at school, please make sure you have called the school nurse (816-936-1531) and that your child signs out with the upper school administrative assistant before leaving school.

Supplemental Student Insurance

The Athletic & Non-Athletic Programs section includes information about the following:

• Requirements Prior To Student Participation
• Eligibility: Academic & Attendance
• Student Conduct
• Athletic Handbook
• College Signings
• Clubs & Student Organizations
• Student Publications
• Arts Letters
• Departmental & Competitive Performance Groups
• Honorary & Student Leadership Organizations

Our students may choose to become involved in athletics beginning in the lower school and continuing through the upper school. Students who participate in our sports program learn valuable life lessons of teamwork, self-discipline, courage, fortitude, sportsmanship and how to win and lose with dignity.

Requirements Prior To Student Participation

Every student participating in a sport in the upper school is required to have a MSHSAA Pre-Participation Physical Evaluation Form (located under parent forms on the PHS website) uploaded through Magnus Health which will be approved by the PHS athletic trainer prior to the first practice.

All other health documents must be completed through Magnus Health. The physical and vaccination forms must be uploaded. The taskbar found in your student's Magnus profile must be 100 percent complete before a student is eligible to participate as a member of an upper school athletic team.

Before any competition, the following forms must be on file:

• Athletic Code/Policy Acknowledgement (Due before competition is allowed)
• Transportation Permission Form (with preferences) should be updated in the Parent Portal. This form is due as a student enters the upper school. Parents can make changes, as needed, in the Parent Portal.

In addition:

• A participant must have turned in or paid for all athletic equipment, uniforms and/or supplies checked out to him/her.
• The participant must be scholastically eligible.
• The student must have completed 14 conditioning practice sessions.

Academic Eligibility

The Missouri State High School Activities Association (MSHSAA) requires students to pass all classes taken (minimum of five classes taken) in the prior semester in order to participate in extracurricular events. Only semester grades are included in this evaluation. Also, passing means any grade other than an F or an incomplete. Students may have a D average or be on academic probation and still satisfy this requirement. A student must take a minimum of five classes. If six classes are taken, all six classes must be passed. Students who fail to pass all classes taken (minimum of five classes taken) in a semester will be ineligible for extracurricular activities the following semester.

First semester: Per MSHSAA guidelines, the student who fails to earn 2.5 credits out of five courses or 3.0 credits out of six or more courses are ineligible for participation in MSHSAA-approved activities during the next semester. Therefore, if a student takes five classes – they must pass all five classes; if a student takes six or seven classes – they must pass six of them. Eligibility for first semester will be based on previous semester grades.

Second semester: Eligibility for second semester will be based on first semester grades. The student must fulfill the MSHSAA requirement of passing all classes in the first semester (minimum of five classes) to be eligible second semester.

Attendance Eligibility

If a student is absent from school on the day of an athletic event or other extracurricular activity, they must receive special permission to participate in that activity from the athletic director or the division head. (Refer to the Athletic Handbook for specific instructions.) Similarly, if a student is absent from a class or study hall without an excuse, they will not be allowed to participate in extracurricular events, including practices or games that day.

If students are aware of a coming absence, they must obtain the Request For Absence Form from either the Parent or Student Portal, or the upper school office and complete the outlined steps (with signatures from teachers, parents and administrators) in advance of their absence. Examples of excused absences that would be approved and not prevent participation in an extracurricular activity include a doctor's appointment or a family obligation such as a funeral or wedding.

If a student does not know of an absence ahead of time, the parent should call the upper school office by 8:30 a.m., to advise the school of the absence. (A student must be at school by 9:15 a.m., to participate in extracurricular activities that day. They must be at school by 10:30 a.m., on late start days.) An illness/injury will NOT meet the excused absence requirement that allows participation in athletic practices or contests. Keeping a student home to rest in the morning also will not suffice as an excuse.

The general policy is that a student who is not well enough to attend all classes is not well enough to participate in extracurricular activities. Some exceptions will occasionally be made. For example, if the student is participating in a musical or drama performance or attending a state championship, the school will be more lenient in accepting excuses.

{For more information, see Absences.}

Student Conduct

From the MSHSAA Handbook:
Students who represent a school in interscholastic activities must be a credible citizen and judged so by the proper authority. Those students whose character or conduct is such as to reflect discredit upon themselves or their schools are not considered "credible citizens" (MSHSAA bylaw 2.2).

Law Enforcement
A student who commits an act for which charges may be or have been filed by law enforcement authorities under any municipal ordinance, misdemeanor or felony statute shall not be eligible until all proceedings with the legal system have been concluded and any penalty (i.e., jail time, fines, court cost, etc.) or special condition of probation (i.e., restitution, community service, counseling, etc.) has been satisfied. If law enforcement authorities determine that charges will not be filed, eligibility will be contingent upon local school policy. Minor moving traffic offenses shall not affect eligibility unless they involve drugs, alcohol, accidents or injuries. After a student has completed all court appearances and penalties, and satisfied all special conditions of probation, and remains under general probation only, local school authorities shall determine eligibility.

Student Responsibility
Each student is responsible to notify the school of any and all situations that would affect their eligibility under the above standards. If the student does not notify the school of the situation prior to the school's discovery, then the student shall be ineligible for 365 days from the discovery, pending review by the Board of Directors. The school would have to forfeit all contests in which the ineligible individual has competed.

Student Conduct At Athletic Events/Activities
According to the Missouri State High School Activities Association, conduct at athletic/activity events must be positive and appropriate at all times. Any hazing and/or harassment by a fan or spectator will not be tolerated by school personnel. Hazing is defined as willful conduct directed at a student that is intended to physically or emotionally intimidate, punish, embarrass, humiliate, and/or ridicule. Harassment is defined as unwelcome conduct by a person that affects another person's ability to participate in/or benefit from a school program. It is the policy of MSHSAA, of which the school is a member, that hazing and harassment have no place in school-sponsored activity programs.

Criteria for School-Sponsored Overnight Trips & Activities
Click here to view the criteria for students to go on school-sponsored trips.

Athletic Handbook

In addition to the physical education curriculum, team sports are considered a vital part of a student’s educational experience at Pembroke Hill. Consult the Athletic Handbook for philosophies, policies, and procedures of the athletic department. All athletes and their families will receive additional information regarding team rules and expectations during team meetings held at the beginning of each season.

College Signings

Student-athletes who are signing a commitment to participate in a college athletic program.

1. The school will hold two college signing ceremonies a year in late fall and late spring to recognize those student-athletes who have made a commitment to participate at the college level. The college counseling department and the athletic department will work together to confirm the commitment and organize the event.
2. The communication office will release information to the press and invite them to the ceremony. The communications office will also make an announcement in the Parents Newsletter and on the school website.

Clubs And Student Organizations

The PHS upper school offers an array of clubs and organizations for students to pursue their passion or step out of their comfort zone to try something new. Clubs and organizations are run by student leaders with faculty sponsorship to encourage the development of leadership skills and teamwork. Affinity groups such as the Black Student Union, Gender-Sexuality Alliance and the Jewish Student Union offer students a chance to explore their developing identities. Students are encouraged to participate in one or more organizations in addition to regular classes.

There are many opportunities for students to assume leadership in helping to determine the tone and direction of the upper school. Students are encouraged to develop leadership skills by running for elected school positions. To ensure that the greatest number of students are given leadership opportunities, no one may hold more than one of the following offices: president or vice-president of any school organization, class or chief editor of a publication. All school organizations are chartered by student government. Clubs may be placed on probation, suspended or de-chartered if they are inactive, or fail to fulfill or abide by their charters or constitutions.

If students are interested in establishing a new club, they should contact the dean of students.

Africa Club
The Africa Club welcomes students to join who are intrigued and interested in the continent of Africa and its peoples. The club remains committed to sharing with its members and the wider school community the diversity and energy among the nations across the continent in terms of cultures, histories, influences and issues. Together, we can cultivate more than just curiosity but also relationships that can stretch beyond PHS to include the Greater Kansas City Metro and reach across the ocean to meet new friends at home and abroad.

L’Alliance Francaise
L’Alliance Francaise promotes an appreciation of francophone culture by sponsoring various activities including French film evenings, crepe sales, petanque tournaments, outings to French restaurants and guest speakers. L'Alliance Francaise also sponsors French activities during the Extended Day program on the Wornall Campus and raises money for francophone humanitarian causes by selling concessions at the upper school musical concession each year.

Astronomy Club
Astronomy Club aims to educate students about the world around them by encouraging them to look up at the skies and think outside of the box. In addition to learning about ancient and recent astronomical discoveries, students will have numerous opportunities to explore the night sky using telescopes and other equipment. The club also provides a forum for discussion regarding physics and astronomy, and allows students to discover concepts outside of the average curriculum.

Book Club
The Book Club gives students the opportunity to choose books to read for pleasure and discuss them in a relaxed setting away from the rigors of the classroom. The club also plans and participates in community service projects such as book drives and reading to children.

Chess Club
Chess Club gives students the opportunity to learn and play chess in a relaxed, non-competitive environment. Weekly meetings allow students to learn new moves, play in teams and play a variety of chess games.

Common Ground
The purpose of Common Ground is to make students aware of cultural diversity and the many connections we all share. Club members represent many ethnicities and work with other cultural clubs and affinity groups to promote awareness and inclusivity. Upper school affinity groups include: the Black Student Union, Gender-Sexualities Alliance, Jewish Student Union, Multicultural Student Union and the Women's Student Union.

Cooking Club
The Cooking Club promotes an interest in culinary arts and styles of food through first-hand experiences. Through cooking, the club also encourages cultural diversity as a fundamental aspect of life. Club members are frequently engaged in community service cooking, fundraisers such as bake sales and other various cooking opportunities such as observing professional chefs that foster the joy of cooking. The only prerequisite to join the club is a love for food!

East Asia Club
East Asia Clubs' main focus is introducing specific activities to allow members to experience different aspects of Asian culture and to expose members to different countries cultures (beyond China).

Garden Club
The Garden Club oversees the planting, watering and harvesting of the Pembroke Hill Community Garden. Club members help plan, plant, tend and harvest organic produce three times a year (fall, spring and summer). The club combines all aspects of gardening with community activities that educate about and generate enthusiasm for gardening.

International Club
The International Club promotes better understanding among people of all nations by helping sponsor foreign exchange students at Pembroke Hill. The club organizes activities and provides funds to enhance the exchange students’ experiences. Additionally, the club promotes travel abroad opportunities for Pembroke Hill students and contributes funds to a scholarship for those wishing to travel.

International Thespian Society
Membership in the International Thespian Society is achieved through meritorious work in the dramatic arts, including acting, stage managing, set construction, lighting, sound, makeup and costuming. The Society produces the one-act plays, usually in the fall, and the Black and White Banquet honoring annual achievements in theater in the spring.

Latin Club
The purpose of the Latin Club is to promote awareness of the Latin language and Roman culture. The club is associated with the National Junior Classical League and participates in the Missouri JCL convention each spring.

Speech and Debate (NFL)
This speech and debate chapter was founded to promote the speech and debate program. It provides an opportunity for student leadership and participation in speech and debate, and assists in tournament organization.

Peer Helpers
Peer Helpers provides its members with opportunities to participate in school-related activities that encourage students to interact with their peers in a positive and productive manner.

Pep Club
The Pep Club celebrates Raider spirit and supports all types of competition and activities. Pep Club organizes all homecoming events including Spirit Week, pep assembly and halftime crowning activities. The club also organizes the annual Color Wars events and the fall after-game mixer.

Photography/Film Club
Photography/Film Club provides an opportunity for students to further explore their interest in both photography and film. Past activities have included trips to watch films, visits to local museums and galleries and hosting open darkroom times. The Photo/Film Club also seeks to gain community exposure through holding photography competitions, organizing film viewings on campus and organizing student photography exhibitions at local Kansas City venues.

Politics Club
The PHS Politics Club promotes political awareness and provides a forum for upper school students to discuss their political views. The club sponsors opportunities to learn more about various political issues and to participate in political events.

Robotics
The Robotics Team is focused on competing in the FIRST Robotics Competition (FRC). There are many facets to this competition and students may choose to participate in specific areas. Some of those are: robot design and build, programming, public relations, accounting, graphics design and computer graphics, web page design and build. Students will be expected to attend meetings, learn about the overall robotics competition, and spend after school and weekend time in building the robot or in their particular area on the project. The greatest time commitments for this team occur for six weeks beginning at the end of the first week in January, with the regional competition taking place in March or April. The national competition takes place in late April.

South Asia Club
South Asia Clubs' main focus is to raise awareness about South Asian cultures, cuisines and religions.

Spanish Club
The Spanish Club promotes the importance and awareness of Spanish as a language and culture. Students participate in a variety of activities such as crafts, trivia games and dinners out to Hispanic restaurants. The club encourages students to become more aware of the Hispanic influence around us by promoting local activities and celebrations in the Kansas City area. Each year, the club helps a local Hispanic family in need during the holidays. The club is open to anyone interested in Spanish as a language or culture.

Upper School Student Government
The Student Government is composed of elected student representatives from each class, at-large representatives and class presidents, and vice-presidents. The objectives and responsibilities of the student government are: maintaining open communications between faculty, administration and students; providing an opportunity for students to enhance the life of the school; and organizing student participation in the life of the community.

Student Government consists of the following elected officers: president (elected by upper school students); president, vice president, secretary/treasurer from each class; one elected representative from each class; three at-large members elected by the entire upper school student population - one of whom will be elected by voting members as vice president of student government and another secretary/treasurer of Student Government.

Youth And Government
The purpose of the Youth and Government program is to prepare high school students for responsible leadership in the American democratic process by providing guidance, training and experience in the theory and practice of determining public policy. Members enjoy leadership training experiences throughout the year including bill writing, judicial preparations and the state convention in Jefferson City, which includes a legislative program similar to the Missouri legislature. The local spring Model UN convention allows club members to address and debate real national issues.
 

Student Publications

The Garret and The Voice publications of the upper school are produced as extracurricular activities. The Pinnacle (yearbook) is both a class and an extracurricular activity. Editors are selected by an application and interview process with former editors and the faculty adviser. Staff positions are open to most students who apply.

• The Garret
  • The Garret is Pembroke Hill’s annual creative arts magazine, dedicated to the publication of student imaginative writing, artwork and photography. The Garret functions like a club in that any interested student is encouraged to join as contributing staff at any grade level. Students previously serving on The Garret staff are encouraged to apply for editor positions during their junior or senior years. The work of the editors is a creative endeavor and involves making final selections of works to be published, layout design and other pre-press work. Much of the work on The Garret is done in free time and on weekends, primarily during the third and fourth quarters.
• The Pinnacle
  • The Pinnacle is a visual and written record of the school year. Yearbook staff members work closely as a team throughout the year to document important and unique school events. In the extensive process of creating the yearbook, students acquire important publication skills: photography, writing copy, captioning photos, layout design, desktop publishing, editing and production. The head editorial staff’s responsibilities include designing the unifying themes and aesthetic elements, as well as managing the section editors and staff. Production of the Pinnacle requires a significant commitment of time and energy. Much of the work is done during students’ free time after school, on weekends and during the month of January. Students are encouraged to apply for editorial and staff positions who have completed the visual arts course, and who have received a recommendation from their advisers and English teachers.
• The Voice
  • The Voice is the school magazine written and published by middle and upper school students. Circulated in the Pembroke Hill community, its primary purpose is to record middle and upper school activities, explore issues current to the middle and upper schools and to stimulate student involvement in daily life. Students can participate in reporting and feature writing, photography, editing, layout design and advertising.

Arts Letters

Upper school students with a deep interest in the arts have the opportunity to earn an arts letter. Each area of art: drama, instrumental music, vocal music, debate and visual art has its own criteria for this honor. This award recognizes students who have made a significant achievement in their chosen area of expression. Typically this is determined by contributions that go beyond those of the regular classroom experience. See the department chair for the specific criteria.

Departmental And Competitive/Performance Groups

Some organizations are formed for the express purpose of competing with similar groups at other schools or for performance at Pembroke Hill and elsewhere. The faculty sponsors of these groups require some form of evaluation or audition for membership. Leaders or team captains are appointed or elected from within the groups for the year or by event. Any group that competes with other schools is governed by the rules of the Missouri State High School Activities Association.

Choirs And Musical Ensembles
The upper school choirs are coed performance groups that meet during the school day for rehearsals. Students from these groups are invited to audition for the Madrigal Singers and the Top Of The Hill jazz group. All groups perform at all-school concerts as well as at a variety of community concerts. Because choirs are both academic and non-academic, students may be officers of choir and hold other key leadership positions.

Envirothon Team
Envirothon is an extracurricular team competition addressing four environmental topics: wildlife; forestry; aquatics; soils; as well as one topic that changes each school year. The team works together to answer questions at five different testing stations. Students also prepare an oral presentation at each competition level: regionals, state and the North American competition, which includes winning teams from the United States and Canada. The competition season begins during the second semester and requires occasional meetings throughout the spring. The North American competition alternates between locations in the U.S. and Canada. This week-long competition is held at the end of July.

Math Team
The Math Team is an opportunity for students with an interest in mathematics and problem-solving to explore the subject with like-minded teammates. All grades (9-12) are welcome to join the Math Team. Participation in the Math Team provides students with opportunities to compete in local, state, regional and national competitions. High achievement in these competitions may result in public recognition and collegiate scholarship opportunities. Math Team members are expected to attend most practices (once a week during meetings period and/or after school), attend at least one of the six Saturday morning state qualifying competitions and, if qualified, attend the state and/or regional competitions in April and May. Members in good standing are also inducted into Mu Alpha Theta, a national high school and two-year college mathematics honor society. Additional team-building activities will take place throughout the year to help foster camaraderie and enjoyment for all members.

Science Bowl
The Science Bowl competition is organized around quick responses to questions over a wide range of science topics. Students practice with their coaches for both speed and accuracy of response. Then teams are formed for a one-day regional competition in late winter. Success at the regional level can lead to participation in the National Science Bowl in May.

Science Olympiad
Science Olympiad is an extracurricular team activity in which students compete individually for medals in their events, with team advancement depending upon total team performance. Students individually prepare for three-to-five different events selected from 22 nationally written events offered each year in the categories of science knowledge, laboratory skills and technology. The team trains by entering preseason competitions with other teams starting in the fall. Success at the Greater Kansas City Regional Competition in late winter may qualify the team to advance to the Missouri State Science Olympiad competition in March or April, and the National Science Olympiad tournament in May. Meetings and practices start in early October during school meeting times and on weekends with competitions running into the spring months. All students in grades 9-12 are eligible and invited to start attending weekly meetings as announced in assembly.

World Affairs Challenge
World Affairs Challenge is an academic competition that focuses on creating solutions for global development. Students research a given issue, liaise with professional experts in the development community to brainstorm ideas for an original solution and then spend time crafting a presentation that best demonstrates how the solution might be applicable to real-world scenarios. The national competition takes place at Regis University in Denver each year. Apart from the presentation, the students also compete in a collaborative question with students from other schools.

Honorary And Student Leadership Organizations

These groups are formed to serve the school in special ways or to recognize academic excellence.

Campus Guides
Juniors and seniors are selected by the upper school faculty to help the admissions office. Campus guides conduct tours for prospective students, their families and other visitors, in addition to assisting as ushers at special events.

Cum Laude Society
The Cum Laude Society is a national honor society recognizing outstanding academic achievement. Entry into the society is determined by class rank using a weighted GPA and the Cum Laude Society’s guidelines. Each spring, membership is offered to a select group of juniors and seniors.

Leadership Advisory Board
The Leadership Advisory Board (LAB) is a team of upper school students selected through application who work to identify the needs of the school and to affect change within the school community. LAB students initiate leadership training in the summer at the American Youth Foundation's National Leadership Conference where they hone personal skills for effective group processes in order to affect positive change in their communities.

As part of the leadership curriculum, students learn how to facilitate discussions in order to foster an inclusive environment among diverse perspectives, facilitate decision-making processes, and present in front of a group. Throughout the school year, LAB students meet weekly to work with peers, faculty and administration to identify the needs within the student body and to devise action plans to address them in order to promote a respectful, compassionate, scholastic and integrous environment for student excellence.

Student Health & Wellness Committee
The Student Health and Wellness Committee is composed of students from all grade levels whose main purpose is to promote physical, behavioral and social wellness in the upper school. Specific responsibilities include:

• Disseminating awareness and education around wellness topics;
• Educating students about basic health information to help reduce the stigma around issues relating to mental health; and
• Assist in planning and promoting speakers or presentations on topics relating to student health and wellness.