Student/Athlete Handbook

Sports Offered By Season

Fall Season
Cheerleading (V)Cross Country (7/8, JV, V)
Cross Country (7/8, JV, V)Football (5/6, 7/8, JV. V)
Field Hockey (7/8, JV, V)Soccer (6/7/8, JV, V)
Golf (JV, V)
Swimming/Diving (V)
Tennis (JV,V)
Volleyball (6, 7/8, C, JV, V)

Winter Season
Basketball (6, 7, 8, 9, JV, V)Basketball (6, 7/8, 9, JV, V)
Cheerleading (V)Wrestling (7/8, JV, V)
Dance Team (V)
Swimming/Diving (JV/V)

Spring Season
Soccer (6/7/8, JV, V)Baseball (JV/V)

Track and Field (7/8, JV, V)Golf (JV/V)
Lacrosse (5/6, 7/8, V)Lacrosse (U13, U15, JV, V)
Tennis (JV/V)
Track and Field (7/8, JV, V)


The Pembroke Hill School believes that a dynamic program of student activities, including athletics, is vital to the educational development of students. At all times, the athletic program is conducted in ways that reinforce that it is an educational activity.

Young people learn a great deal from participation in interscholastic athletics, and Pembroke Hill’s programs are responsive to the wants and needs of the students. Lessons in sportsmanship, teamwork, competition and how to win and lose gracefully are important aspects of the athletic program. Athletic participation also helps students develop healthy self-concepts, as well as healthy bodies. Athletic competition fosters school spirit and provides opportunities to demonstrate the knowledge, skills and emotional patterns learned through sports.

Pembroke Hill believes that participation in a wide variety of student-selected activities is a privilege that carries with it responsibilities to the school, the activity, other students, the community and to the athletes themselves.

Beginning with kindergarten, PHS students have many opportunities to participate in sports. The lower school athletic program offers a variety of sports for students from kindergarten through fifth grade. The interscholastic athletic program begins in middle school and continues through senior year. This program is conducted in accordance with existing Pembroke Hill School policies, rules and regulations.

While the athletics department takes great pride in winning, it does not condone winning at any cost, and discourages any and all pressures that might neglect good sportsmanship and good mental health.

The school strives for coaching leadership of the highest quality and provides athletes with examples of exemplary behavior. Coaches teach specific skills necessary for improvement and instill an appreciation of the importance of practice. Successful leadership is not measured in terms of victories and defeats; instead, it is measured by character, courage and integrity.

The athletic program is available to students who demonstrate an interest in participation. Accordingly, appropriate skill levels are established at each playing level within a specific sport, when feasible, so that students may participate as fully as possible. The objectives of participation are as follows:

  • To provide a positive self-image of student-athletes participating at Pembroke Hill;
  • To strive always for playing excellence that will produce winning teams within the bounds of sportsmanship while enhancing the mental health of athletes;
  • To ensure growth and development that will increase the number of participants in athletics; and
  • To provide opportunities that will allow the program to serve as a venue where students may cope with problems and handle situations similar to those encountered under conditions prevailing in the contemporary world.

It is the goal of all involved with sports at Pembroke Hill for student-athletes to reflect positively on their experiences and develop a greater appreciation for athletics and the commitment needed to attain excellence.

Athletic Department Policies

Requirements For Participation

Before a student may participate in any athletic practice session, the Missouri State High School Activities Association (MSHSAA) Participation Certificate (Form #1) must be on file with the athletic department. All sections of the form must be completed. They include:

Section 1: Athlete’s Application And Personal Information

Section 2: Medical History

Section 3: Physician’s Examination Record (Note: Physicals must be administered after Feb. 1, of the previous school year using the MSHSAA form. Due once each school year before first practice session.)

Section 4: Parent Permission And Authorization For Treatment

Before students may compete in any athletic contest, the following forms must be completed:
  • Athletic Code/Policy Acknowledgement on file with the athletic office. (Due before each season of competition.)
  • Transportation Permission Form is to be on file in the upper school and in the middle school. (Due as you first enter middle school and again as you enter upper school. Changes need to be made when your needs or requests change.)
  • If staying overnight, an Emergency Form For Overnight Athletic Events must be completed, signed and returned to the coach before each overnight trip.

In addition to these forms:

  • Athletes must have returned all athletic equipment, uniforms and/or supplies checked out to them or paid for lost items.
  • Athletes must be scholastically eligible. (Students must take a minimum of five classes. Students are required to pass all classes in which they are enrolled.)
  • Athletes must have completed 14 conditioning practice sessions. Boys and girls golf, tennis, cheerleading and dance require 10 conditioning sessions. Practices and/or contests from the prior sports season count as conditioning sessions, as long as no more than seven calendar days have not passed between the end of one season and the beginning of the next.
  • Student must exhibit good sportsmanship.

Team Meeting With Parents And Athletes

All upper school athletic sports are required to hold a parents/athletes orientation meeting at least 10 days before the first competition. During this meeting, the following outline should be used:

  1. Introduce coaching staff;
  2. Introduce Parent Liaison(s);
  3. Inform audience that school has a full-time, certified athletic trainer;
  4. Exchange contact information between head coach and families;
  5. Encourage families to sign up for electronic notification of contest changes via the school's website;
  6. Present program expectations and requirements;
  7. Cover team rules and regulations;
  8. Cover school transportation policy;
  9. Explain lettering procedures;
  10. Go over MSHSAA rules and regulations in this handbook, the Student Athletes Handbook;
  11. Explain MSHSAA correspondences occur through the athletic department;
  12. Cover MSHSAA sport specific bylaws;
  13. Cover the Athletic Code section in this handbook;
  14. Collect needed forms with signatures from this handbook;
  15. Emphasize that the number one requirement for eligibility is good citizenship; and
  16. Cover athletic department procedure 4.5 - non-school competitions.

Major Training Rules

During the entire athletic season in which the student participates, beginning with the first day of regularly scheduled practice with any part of a sport’s squad and ending with the last contest in that sport, seven days per week, 24 hours per day, a student:

  • Shall not consume or possess beverages containing alcohol;
  • Shall not use tobacco; or
  • Shall not use or consume, have in possession, buy, sell or give away marijuana or any substance defined by law as an illegal drug or controlled substance.

It is not a violation for a student to be in possession of a legally-defined drug that is specifically prescribed for the student’s own use by a doctor or is used in a religious ceremony.

Student-athletes’ conduct in and out of school will be such as to bring no discredit to the athletes, their parents, the school or the team.

Coaches will read and explain athletic training rules to squads during meetings at the start of the season.

Penalties For Violating Training Rules

Violations of major training rules can result in suspension from team/squad as designated by the policies related to interscholastic athletics.

First violation: After confirmation of the first violation, the student shall lose eligibility for the next athletic contest in which the student is a participant.

Second violation: After confirmation of the second violation, the student shall be dismissed from the sport’s squad for which he or she is participating for the remainder of the season.

All athletes placed in a position of leadership (captain) will be removed from their position if they violate the athletic code related to the use of chemicals or for major misconduct/disciplinary action.

Penalties shall be cumulative beginning with and throughout the student’s participation in a single season of athletic competition.

If students violate the school’s alcohol and drug policy, they will be referred to the division principal for further discipline. For example, if a student consumes alcohol and then attends a school function, the student has violated both athletic training rules and the school’s alcohol and drug rule.

Attendance Extra-curriculars

To be eligible to participate in an extracurricular activity, students must be in school by 8:30 am (or 9:45 am on late start Wednesdays) 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 Principal 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 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 Principal must be contacted prior to 8:30 am on the day of the activity.  The Athletic Director and Principal 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. 

Team Rules

  • The coaches will decide the details of the regulations that will best meet the needs of the sport in developing espirit de corps, respect, pride and team unity of purpose.
  • Each athlete should maintain a reasonably acceptable appearance at all times.
  • Hair length that impairs the athlete or team’s performance must be cut or shaved. (Note: Hair length and clean shaven standards must be observed by the wrestling squad as prescribed by MSHSAA.)

Team Dinners

Pre-Contest Dinners - It is strongly suggested that this type of dinner be potluck, pizza party, etc.

Postseason Dinners - The school encourages postseason dinners to be a potluck at a family’s home or a PHS facility. Postseason dinners will be allowed under the following conditions:

  1. The director of athletics has given approval for the date, place and time of the event.
  2. The current school awards program is fully supported by the coach, the team and the parents.
  3. Team dinners must be inclusive; no team members left out, particularly for financial reasons.
  4. All school-sponsored awards are given at the school-sponsored function and only non-school awards are given at the postseason team dinner.
  5. The dinner must be held at a later date than the school-sponsored awards program, unless approved ahead of time by the director of athletics.
  6. No award is given that exceeds $100 and manufacturer’s receipts are to be turned into the upper school principal.
  7. No alcoholic beverages are to be served.

Due Process Procedure

The Pembroke Hill athletic department provides due process for students concerning any disciplinary matter. Students and/or parents may appeal disciplinary decisions to the division principal.

Transportation Policy

All athletes are expected to travel to and from contests with the squad, unless permission is granted by the coach.

All team members will travel to out-of-town contests by transportation provided by the athletic department.

Students and/or their parents may request permission to transport themselves/their children to and from contests. The coach may or may not grant this request depending on individual team policy.

No student may be transported to or from a contest with another student or another student’s parent/guardian without prior written request. All parents receive a transportation permission form. This form must be on file in the school office before a student may participate.

Driving Directions

Directions to away contests can be found in the school’s Parents Portal. If there is a discrepancy with the accuracy of the directions, please contact the athletic department.

If a contest location changes, the information will be placed on the school’s website or in the Parents Portal. Parents/students can receive location and schedule changes by adding the team’s schedule to their personal calendar through the Pembroke Hill website,

Injuries/Medical Insurance

All athletes will be informed of the possibility and severity of injuries related to the sport. A supplemental student accident insurance policy is provided to assist families with out-of-pocket expenses resulting from an injury at school or at official school events. The policy covers expenses after existing insurance policies have responded.

When an injury occurs that is likely to result in the family seeking medical treatment (i.e. emergency room or doctor’s visit), a claim form will be sent along with a copy of the student accident report. Claims need to be filed directly with the policy administrator within 90 days of the injury.

Contact the principal’s office if you did not receive a claim form. If you have questions about the policy itself, please contact the business manager.

MSHSAA Eligibility

The following was taken from the MSHSAA Guide.

Eligibility to represent a school in interscholastic activities is a privilege students may attain by meeting the essential eligibility requirements established by member schools through this association and any additional requirements set by a member school for its own students.

Eligibility Requirements

1. Citizenship

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 "creditable citizens."

SCHOOL - Each school shall diligently and completely investigate any issue that could affect student eligibility.

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, fine, 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 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 his/her 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 competed.

2. Academics

Grades 9 - 12

Students must take a minimum of five classes and are required to pass all classes in which they are enrolled. Credits earned or completed after the close of the semester, or in summer school, will not fulfill this requirement.

Grades 7-8

Students must be enrolled in a normal course load for their grade at the member school.

Students must have been promoted to a higher grade at the end of the previous year. However, even though they may have been promoted, they will be ineligible if they failed more than one course the previous semester.

3. Transferring Schools

If students transfer schools and their parents do not move into the district of their new school, they will be ineligible for 365 days - unless they meet one of the exceptions listed in the MSHSAA Residence and Transfer Rules.

If students move with their parents to their new school district, they will be eligible at their new school provided they were eligible in all other respects at their former school. A student shall not be eligible to represent two different schools in the MSHSAA state tournament series in the same sport during the same season.

Students should always check with their school principal before they transfer to determine whether it will affect their eligibility.

4. Participation Limits

Grades 9-12

Students are eligible to participate in any sport for a maximum of four seasons. Any part of a contest played during a season counts as a season of participation.

Students' eligibility to participate in high school activities begins when they first enter the ninth grade and lasts for the next succeeding four consecutive years (eight consecutive semesters).

Grades 7-8

Students are eligible for only their first two semesters of attendance in the seventh grade and for only their first two semesters in the eighth grade.

Students are not eligible to compete with or against students enrolled in the tenth grade or above when they are enrolled in either the seventh or eighth grade.

NOTE: Students should check with their school principal for exceptions to this rule if they are ineligible for their grade level because of age.

5. Entering School

Students must enter school within the first 11 school days of the semester in order to be eligible.

6. Amateur And Awards Standards

An athlete must maintain "amateur standing" 365 days a year in the sport concerned in order to participate in interscholastic athletics - the following restrictions govern the receipt of awards in both interscholastic play AND non-school competition/participation.

After entering a member school, you will become ineligible in the sport concerned if you receive any of the following PROHIBITED awards for participating in an athletic contest or being an athlete:

  • An award of cash, a gift-certificate/gift-card or an award that is the equivalent of cash is PROHIBITED for amateurs.
  • Merchandise that exceeds a manufacturer's suggested retail price (MSRP) of $100 is PROHIBITED for amateurs. However, there is no value limit in regard to awards that are symbolic in nature, such as medals, ribbons, trophies, plaques, etc.
  • Awards should be approved in advance by the school.
  • Commemorative jewelry may be presented by the school (i.e., championship ring or necklace, no value limit).

7. Age Limits

Grades 9-12

If students reach 19 years of age prior to July 1, they will be ineligible the next school year.

Over-aged eighth graders may move up to the senior high team to have eight semesters of eligibility.

Grades 7-8

In order to participate on or against teams made up of only seventh graders, students must not have reached 14 years of age prior to July 1, preceding the opening of school.

In order to participate on or against teams made up of only eighth graders, students must not have reached 15 years of age prior to July 1, preceding the opening of school.

In order to participate on or against teams made up of only ninth graders, students must not have reached 16 years of age prior to July 1, preceding the opening of school.

However, students may participate with the next higher grade when they no longer meet the age limit for their grade.

NOTE: Students should check with their school principal for options available to them if they are ineligible for their grade level because of age.

8. Non-school Competition


Students are not allowed to play on an outside team (same season, same sport). Please note that golf, tennis and swimming/diving have exemptions. See the athletic office for further information.

Students can play on an outside team (same season, different sport) only if they have received the proper permission from the school administration. See form 5.13.

Approval To Participate On Outside Team (Different Sport) During MSHSAA Athletic Season

  • This form must be completed and submitted to the director of athletics prior to the start of the season.
  • Request must be granted before non-school participation in conjunction with school participation is allowed.
  • Request will be approved only if the following requirements are met:
    • No school-sponsored contest (MSHSAA activity) will be missed.
    • Practice sessions of the school's team will not be missed without advanced notice (at least three days) to the coach, which he/she must approve. Requests for absences from practices must not be excessive.
    • No school instructional time will be missed unless approved by the principal two weeks in advance of contest.
  • Any violations of these requirements will result in the student's immediate removal from the school's team and a possible ruling of ineligibility by MSHSAA for 365 days.

9. All-Star Games

(All-Star is defined as, but not limited to, when the selection process is based upon ability and/or no open tryouts are held.)

Students may not compete in an All-Star game or contest before they complete their eligibility in each high school sport. Participation in an All-Star game or contest before ending their high school eligibility will result in them becoming ineligible to participate in any high school sport.

A senior with no high school eligibility remaining for a specific sport may participate in one All-Star game for that sport during the school year. Students should see their administrator before agreeing to play.

10. Recruiting Of Athletes

Students will be ineligible for 365 days if they are influenced by a person or persons to attend upon promotion or transfer schools for athletic or activities purposes.

11. Transfer For Athletic Reasons

Students shall become ineligible for 365 days if they transfer to another school for athletic reasons, as defined in MSHSAA By-Law 238.

12. Sports Camps And Clinics

Fall Sports:
The seven days prior to the first allowable practice date for the season (starting Aug. 12, for fall sports) shall be a seasonal dead period in which no "contact" takes place between school coaches and students enrolled in the member school, or who will be enrolled in the member school during the coming school year.

Winter And Spring Sports:
There is a two-week dead period for camp/clinic attendance prior to the allowable practice date for the sport concerned.

During the school year outside of the school sport season, athletes may attend a non-school sponsored specialized sports camp or group instruction, provided it does not result in any loss of school time; attendance does not occur within 14 days of the start of the school sport season for the sport concerned; it is not a team camp; no competition occurs other than limited scrimmaging; and no member of the coaching staff of the school the athlete attends (or will attend) is involved in any way.

During the school sport season, an athlete may attend a non-school sponsored specialized sports camp or group instruction provided a school coach attends with the athlete; camp attendance does not result in any loss of school time; it is not a team camp; there is no competition other than limited scrimmaging; and a school administrator approves the athlete's participation.

The athletes or their parents must pay all camp/clinic fees, tuition and other related expenses. A scholarship or waiver of fees shall result in the loss of an athlete's eligibility. The school may provide transportation at no cost during the summer or during the school sport season.

Athletes may attend only ONE sport camp per sport during the school year by special invitation. They may attend any number of "open" sport camps.

Note: Before attending any specialized athletic camp(s)/clinic(s) or group sport instruction, athletes should consult with the principal or athletic director to make sure it meets the criteria published in the MSHSAA Official Handbook.

13. Sportsmanship

If students should commit an unsportsmanlike act while participating in an event, they could become ineligible.

If their conduct as a spectator is found to be unsportsmanlike, they could be barred from attending any further high school athletic contests.

The unsportsmanlike conduct of any spectator - regardless of age - could cause that spectator to be barred from attending school athletic contests.

Note: An infraction of a Missouri State High School Activities Association rule may result in the student-athlete being declared ineligible to represent his/her school in competition for a period of 365 days and in some cases longer.


For access to all athletic forms, log in to the Parent Portal and navigate to "Upper School > Upper School Forms" in the menu. All division menus in the portals have a link to forms specific to their division.

The MSHSAA Pre-Participation Physical Evaluation is available without logging in at