Stundent Handbook 2026-27

STUDENT & FAMILY HANDBOOK

2026– 2027

EARLY CHILDHOOD, LOWER SCHOOL, MIDDLE SCHOOL, UPPER SCHOOL

About This Handbook

This Student and Parent Handbook (the “Handbook”) is intended as a general guide for families to the policies, procedures and personnel at Pembroke Hill School (“PHS” or the “School”) Students and their families should take the time to carefully review this Handbook. It is important that families understand the School’s expectations and policies, and that families know to whom they can direct their questions or concerns

Please understand that this Handbook is intended only to highlight current policies, practices, and procedures. The policies and procedures set forth herein are intended as general guidelines specific situations may call for handling a matter in a manner different from that described herein, depending upon the particular facts and nature of the situation However, it would be nearly impossible to review every element of every policy or every possible scenario and outcome. Rather, this Handbook serves as a series of policy summaries to keep your family better informed

In addition, circumstances will require that the policies, practices, and procedures described in the Handbook may change from time to time. PHS reserves the right to modify or change any or all such policies, practices, and procedures in whole or in part, at any time, with or without notice. The School will make every attempt to give timely notice of substantive changes in policy

Should events which are beyond the School's reasonable control necessitate a closure, delay, or modification of its educational programs and activities, the family's obligations as outlined in this Handbook, as set forth in the Enrollment Agreement, and/or as otherwise established by the School shall continue. The School shall not be liable for any failure, delay, or modification of its programs or activities. The School reserves the right to make modifications to the school year as necessary to account for any time lost due to any closure or delay, including without limitation the following: extending the school year for a period of time equal to the time lost due to any delay; conducting classes via distance learning; and/or scheduling weekend classes. Possible events which could necessitate closure, delay, or modification as described above include, but are not limited to, acts of nature, fire, pandemic, government restrictions, wars, and insurrections.

This Handbook supersedes all prior policies (whether written or oral, expressed or implied) which in any way contradict with the policies herein. However, this document is not intended to supersede any individual written agreement between you and the School, including your Enrollment Agreement, or any applicable law This Handbook is not intended to constitute a legal contract of any kind.

This Handbook is intended for the sole use of PHS faculty, staff, students and their families. Commercial use of this Handbook is prohibited and permission for any other use must be secured from the Head of School’s Office.

A Preface to Families & Students from the Faculty & Staff

Pembroke Hill's motto is Freedom With Responsibility This Handbook contains policies that reflect this basic philosophical position. We, the faculty and staff, endeavor to assist our students as they further develop their sense of responsibility for the well-being of the larger community. To that end, we encourage freedom, with reasonable limitations, and will enforce rules defining those limitations as necessary to maintain relative freedom for all.

We use the term community here in a very particular way The learning experience at Pembroke Hill School extends well beyond the bounds of the formal classroom and the scheduled academic day Therefore, we must consider the greater good of the community wherever and whenever we are involved in activities that are formally or informally related to the Pembroke Hill School community

Students, faculty members, administrators, staff members and parents are committed to ensuring a healthy learning environment Even when moments of discomfort, disappointment or tension arise, we all must commit ourselves to maintaining a healthy atmosphere at all times. From all members of the school community, including students and adults, we expect goodwill, mutual respect, honesty and behavior in and out of the classroom that brings honor to our school. In choosing to enroll at Pembroke Hill School, you are agreeing to this expectation. In this Handbook, we attempt to define your privileges and responsibilities so you will know what is expected of you as a member of the Pembroke Hill community

Parent & Guardian Tips

Parents are encouraged to read the entire Handbook to have a fuller understanding of the responsibilities and rules of the Pembroke Hill 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 We encourage you to read the entire Handbook to have a fuller understanding of the responsibilities, practices, procedures and expectations specific to your child's school division Please do not hesitate to call us with any questions or concerns.

Before School Begins

New Families & Connections

● Early Childhood & Lower School: New families will be contacted by Parents Association volunteers who serve as liaisons. They are available to answer questions and offer suggestions for summer play dates and connecting with classmates.

● Middle School & Upper School: Information regarding community connections and bookstore visits will be shared via division emails during the summer.

Class Placement & Schedules

● Early Childhood & Lower School: Placement decisions involve a collaborative process among teachers, division heads, learning specialists, and school counselors, considering factors such as gender balance, social/emotional profiles, and learning styles. We do not accept parent requests for specific teachers or placements.

● Middle School & Upper School: Student schedules are published in the student and parent portals on the first Friday of August. Please refer to the "Schedule Change" section of this Handbook for information regarding elective requests.

Bookstore & Supplies

● Middle School & Upper School: Families may sign up for a time slot to visit the bookstore prior to the start of school. Sign-up links will be sent via email a few weeks before the first available slot

Orientation & Start of School

● Early Childhood & Lower School:

○ Ice Cream Social: An event held on the Wornall Campus during the summer to connect families and staff

○ Family Visits: Special opportunities for students and parents to meet teachers and explore classrooms Schedule details are provided by the teaching team via email.

○ Staggered Return: To ensure a supportive start, students are divided into two groups (A or B) for their first days. Assignments are communicated in early June.

● Middle School:

○ Sneak Peek: A drop-in session for students to test lockers and find classes with help from student ambassadors and the leadership team

○ Orientation: 6th Grade and New Student Orientation takes place on the first day of school to assist with technology setup, locker practice, and schedule navigation.

● Upper School: Orientation is held on the day before classes begin on the Ward Parkway campus.

○ Freshman Orientation: 9:00 am – 3:00 pm Sessions include meeting Link Crew mentors, navigating the schedule to find classrooms, meeting 9th-grade teachers, technology setup, and general information about the Upper School.

○ New Student Orientation (Grades 10-12): 12:00 p.m. – 2:00 p.m. Sessions include building tours, navigating the schedule to find classrooms, technology setup, and general information about the Upper School.

Division Hours

Early Childhood

● Early Arrival | 7:45 - 8:10 am**

● Arrival | 8:10 - 8:30 a.m.**

● Early Childhood School Day | 8:30 am - 3 pm

● Preparation for Dismissal | 3 - 3:10 p.m.

● Student Dismissal

○ Mid-Day Dismissal | 12:45 - 1 p.m.

○ Full-Day Dismissal | 3:10 - 3:25 p.m.

● Extended Day Hours | 3:10 - 6 p.m.

● Early Childhood Office Hours: 7:40 a.m. - 4 p.m.

Lower School

● Early Room | 7:45 - 8:10 a.m.**

● Student Arrival/Homeroom | 8:10 - 8:30 a.m.**

● Lower School Day | 8:30 a.m. - 3 p.m.

● Preparation for dismissal | 3 - 3:10 p.m.

● Student Dismissal | 3:10 - 3:25 pm

● Extended Day hours | 3:10 - 6 p.m.

● Primary and Intermediate Buildings Office Hours | 7:40 am - 4 pm

Middle School

● Early Room | 7:45 - 8:15 a.m. **

● Student Arrival | 8:15 - 8:30 am **

● School Day | 8:30 a.m. - 3:05 p.m. *

● Student Dismissal | 3:05 - 3:30 pm

● Extended Day hours | 3:30 - 6 p.m.

● Office Hours | 7:45 am - 4 pm

Upper School

● Student Arrival | 7:45 - 8:45 a.m. **

● School Day | 8:45 am - 3:20 pm *

● Student Dismissal | 3:20 p.m.

● Office Hours | 7:45 am - 4 pm

*On Thursdays, the middle and upper school day starts at 10:00 am

**On All-School Late Start Days, all divisions begin school at 10 a.m. Students may NOT be dropped off before 9:40 am on these days

Student Expectations of Building Hours *Upper School ONLY

General Hours and After-School Dismissal

School buildings are open to students from 7:45 am to 4:30 pm Students may be on campus during these hours. After regular dismissal at 3:20 p.m., students who remain on campus must be with a teacher, advisor, coach, or working in the library

Extended After-School Hours

If students are still on campus after 4:30 pm, they must report to the library to read or study. They may not remain in the library after 6:00 p.m. unless they are with a teacher, advisor, or coach

Consistent

After-School Presence

Students who consistently stay on campus after the 3:20 pm dismissal without being involved in a teacher- or coach-sponsored activity must check in with the upper school office For these students to remain on campus after regular dismissal, an agreement must be made among the school, parents, and the student.

Arrival & Dismissal Times

Students are expected to arrive at school in time to put their belongings away and be settled in the classrooms at the start of the school day in all divisions. Late arrivals cause unnecessary stress for your child and a disruption to the learning environment, which may result in lost learning time. It is important that families develop morning routines that allow for a prompt arrival each day, ideally five minutes prior to the start of the school day.

Early Childhood

Early Arrival | 7:45 - 8:10 a.m.

Parents/Guardians need to park and walk children inside the early childhood building to the Early Room. The Early Room is located on the playground in the center of our building. Please dress your child appropriately. In the event of extreme temperatures, thunderstorms, or poor air quality, the Early Room will be located in the Early Childhood Multipurpose Room (Art Studio).

Early Childhood School Day | 8:30 a.m. - 3 p.m.

All-School Late Start Days | Arrival Time | 10 a.m.

There are seven school-wide late start days when class begins at 10 am These days are used to provide professional learning opportunities for all Pembroke Hill faculty and staff. On late start days, carpool begins at 9:40 a.m. Because all faculty and staff will be involved in the school-wide professional learning sessions, we are not able to offer childcare on these dates. Students may NOT be dropped off before 9:40 a.m. Late start dates will be announced in the school calendar each year.

Dismissal

Early Childhood has two dismissal times. Procedures are the same for both dismissal times.

● Midday Dismissal | 12:45 - 1 p.m.

● Full Day Dismissal | 3:10 - 3:25 p.m. early childhood students and lower school siblings.

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

We offer an after-school program from 3:10 - 6 pm The Extended Day program is a multi-age setting and is located in the art studio and in an early years classroom. The teaching staff provides the children with age-appropriate activities, outdoor fun, arts, crafts and music. Parents need to complete the Extended Day Enrollment Forms for student(s) to participate in this program.

Lower School

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

A complimentary early room option begins at 7:45 a.m. for families who need before-school childcare. Pembroke Hill faculty and staff provide supervision for the early room on a rotating basis.

● Kindergarten, first and second grade students gather in the Primary Building's McNeely Library

● Third, fourth and fifth grade students gather in the Intermediate Building's Dickey Library. School Day | 8:30 a.m. - 3 p.m.

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

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

There are seven school-wide late start days when class begins at 10 a.m. These days are used to provide professional learning opportunities for all Pembroke Hill faculty and staff. On late start days, carpool begins at 9:40 a.m. Because all faculty and staff will be involved in the school-wide professional learning sessions, we are not able to offer childcare on these dates. Students may NOT be dropped off before 9:40 a.m. Late start dates will be announced in the school calendar each year

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

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

Extended Day includes indoor and outdoor play, the opportunity to complete homework, and other age-appropriate activities Students in kindergarten through fifth grade may enroll in after-school enrichment classes and clubs. These classes are designed to engage students in activities with their peers and include a variety of topics.

Multiple types of Extended Day contracts are available in the Parent Portal Families who wish to use the Lower School Extended Day on a drop-in basis should contact the auxiliary programs office, as well as the student’s teacher

Middle School

Early Room | 7:45 - 8:15 a.m.

Unless previously arranged, students are to arrive no earlier than 7:45 a.m. When students arrive prior to 8:15 a.m., they should report directly to the early room (library).

Middle School Day | 8:30 a.m. - 3:05 p.m.

Late Start Thursdays | 9:45 - 10 a.m.*

On late start Thursdays, if students arrive before 9:45 a.m., they are to immediately report to the early room.

*Both PHS Campuses are closed on all-school late start Thursdays until 9:40 a.m. The all-school late start dates are published on the school calendar.

Dismissal | 3:05 - 3:30 p.m.

All middle school students are dismissed at 3:05. Students should be picked up no later than 3:30 p.m. unless participating in a sport, an after-school activity, or extended day.

Extended Day | 3:30 - 6 p.m.

At 3:30 p.m., students who are on campus and not working with a coach or teacher will be asked to go to Extended Day study hall. Students who stay beyond 3:30 p.m. will be charged the daily drop-in rate if they are not signed up for the yearly Extended Day contract.

Upper School

General Building Hours

Upper School buildings are open to students from 7:45 am to 4:30 pm Students may be on campus during these hours.

Upper School Day | 8:45 a.m. - 3:20 p.m.

Late Start Thursdays | 10 a.m.*

On late start Thursdays, the school day begins at 10 am

*Both PHS Campuses are closed on all-school late start Thursdays until 9:40 a.m. The all-school late start dates are published on the school calendar

Dismissal | 3:05 - 3:30 p.m.

All upper school students are dismissed at 3:20 Students should be picked up no later than 4:30 p.m. unless participating in a sport or an after-school activity.

Arrival & Dismissal Procedures

To ensure the safety of our students, faculty, and staff, please review and follow these general drop-off and pick-up guidelines:

General Safety & Conduct

● Speed Limit: Do not exceed 5 mph on campus Drive cautiously at all times

● Yield to pedestrians.

● No Cell Phones: Refrain from using cell phones while driving on campus

● Follow Staff Directions: Obey all instructions from security personnel and faculty/staff, and adhere to designated traffic patterns.

● Curbside Loading and Unloading Only: Always load and unload children on the curbside (away from traffic).

● Behavior: Please demonstrate patience, respect, and courtesy to our staff and fellow drivers at all times.

● Keep Traffic Moving:

○ Pull all the way forward to the vehicle ahead of you before stopping.

○ Stay attentive and close gaps. When the car in front of you moves up, please move up immediately.

○ Do not "cut" in line or bypass waiting vehicles.

○ Remain in your vehicle. Please do not park or leave your car in the driveline during drop off and pick up, as this causes gridlock.

● Be Prepared (Before You Stop)

○ Be ready to exit Ensure students have backpacks and materials organized before you reach the drop-off point.

○ Say goodbyes early Give last-minute instructions before pulling into the line so quick drop-offs aren't delayed.

In addition to these general guidelines, each division has specific procedures and guidelines outlined below.

Early Childhood & Lower School

Given the installation of gates and fences on the Wornall Campus, and in order to ensure the continued safety of our students and faculty in and around the driveline, there are adjustments planned for early childhood and lower school dismissal starting with the 2026-27 school year. More information will be shared with families prior to the start of school

Middle School & Upper School

To ensure a safe and efficient dismissal on the Ward Parkway Campus, we request that upper school parents arrive after 3:15 pm to allow time for middle school pick up

State Line Lot Specifics

● Traffic Direction: Enter using the south entrance and exit through the north exit

● No South-Entrance Pick-ups: Loading students near the south entrance is dangerous and blocks incoming traffic

Attendance

Regular attendance is fundamental to the educational experience at Pembroke Hill Daily interactions, discussions, and collaborations are central to our pedagogy; when students miss school, they limit their ability to do their best and miss learning opportunities that cannot be fully replicated. We expect all students to attend school regularly and arrive promptly

General Attendance Information

Illness: Students should not attend school when ill Staying home when sick protects the health of the community and ensures students are physically and mentally ready to learn

Religious Observance: Pembroke Hill is committed to fostering an inclusive and respectful environment. We recognize and respect the diverse religious beliefs and practices within our community and will make reasonable accommodations for students whose religious observances conflict with scheduled academic

requirements. Families are encouraged to notify the division head and their child’s teachers in advance of any religious holidays or observances that may affect attendance, homework, or assessments. Upon timely notification, teachers will provide equitable opportunities to complete missed work within a mutually agreed-upon timeframe.

Travel and Anticipated Absences: Families are strongly encouraged to prioritize regular attendance and schedule family travel during designated school vacations. When absences are anticipated, families should communicate with the school as early as possible to allow teachers to prepare appropriately.

Reporting Student Absences: Please follow the reporting procedure specific to your student(s) division:

Division Specific Attendance Procedures

Early Childhood & Lower School

For both unanticipated (illness/crisis) and anticipated absences, email your child’s homeroom teachers (lead and assistant) as well as the administrative assistant for your child’s building by 8:30 a.m. This will allow your child’s teachers to prepare appropriately.

Middle School

If a student will be absent or tardy, a parent must call the office at 816-936-1502 or email the administrative assistant before 8:30 a.m. For multi-day absences, students should check Schoology for assignments and contact their grade-level team leader if they need additional assistance.

Upper School

If a student is absent or tardy, a parent must contact the office at 816-936-1403 or upperschool@pembrokehillorg by 8:30 am For anticipated absences of one-half day or more, students must obtain a "Request For Absence" form from the school website or office and complete the outlined steps in advance

Students should check Schoology for assignments and contact their advisor if they need additional assistance.

Division

Specific

Attendance Policies

Lower School

Teachers continually adapt instruction to meet group and individual needs Consequently, some learning experiences are unable to be “made up.” While teachers may provide work to complete during an absence, students will likely have additional work to complete upon their return.

Middle School

Students are expected to be punctual; patterns of tardiness may lead to contact with parents and disciplinary action Once students arrive on campus, they are not permitted to leave unless checked out by a parent or guardian.

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 Schoology first and then contact their teachers with any additional questions. If additional assistance is needed, please contact the appropriate grade level team leader.

● Sixth grade team leader - David McIntire, dmcintire@pembrokehill.org

● Seventh grade team leader - John Emery, jemery@pembrokehill.org

● Eighth grade team leader - Elizabeth Walter, elizabeth.walter@pembrokehill.org

Teachers are not required to reteach material missed during absences. Students are responsible for all work missed due to absence or tardiness and should arrange with teachers to make up missed quizzes, exams, assignments, or papers

To participate in extracurricular activities (practices, rehearsals, competitions), students must be in school and attend all classes that day. See Eligibility for Extracurricular section for specific details.

Upper School

● 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. Students must be in class by 8:45 am (10 am for Thursday late starts) when school begins

● Students with a first period free must check in at the front office by meetings period or their first scheduled class of the day, whichever comes first.

● Attendance is strictly mandatory during January Interim (Jan-Term). Vacations are not excused. Missing more than one day may result in failing Jan Term courses and additional consequences, including after-school detention or appearance before the Honor Council.

● If absences cause a student to fall below the 85% attendance level, the dean of students and counselors will review the records to determine if further action or grade adjustments are necessary.

● Chronic lateness or unauthorized absences (cutting class, leaving campus without permission) are subject to disciplinary action, including detentions, suspension, or Honor Council review. Seniors in good standing have specific off-campus privileges and must check out in the front office before leaving campus.

● Teachers are not required to reteach material missed during absences Students are responsible for all work missed due to absence or tardiness and should arrange with teachers to make up missed quizzes, exams, assignments, or papers.

● To participate in extracurricular activities (practices, rehearsals, competitions), students must be in school by 9:15 a.m. (or 10:30 a.m. on late start Thursdays) and attend all classes that day. Exemptions for illness or injury are not permitted for participation in same-day events. Routine medical appointments with a confirmation note are excused.

● Seniors are allowed up to 5 absences for college visits Juniors are allowed a maximum of three absences for college visits. In special circumstances (such as

athletic or artistic recruitment visits), students may petition the Assistant Division Head and the Director of College Counseling to exceed these limits. Students must obtain a college visit form, signed by all teachers, before leaving for each visit.

● The consequences for repeated attendance and off-campus violations include:

Tardies: 5 tardies per quarter results in 1 detention; each subsequent tardy adds another detention.

Skipping Class / Morning Meeting / Assembly:

● 1st Offense: 2 after-school detentions, parent notification, and restrictions (proctored study hall, lunchroom duty, or meetings period).

● 2nd Offense: 1-day suspension and parent notification.

● 3rd Offense: Honor Council appearance

Off-Campus Violations:

● 1st Offense: 3 weeks of demand study hall, meetings period restriction, and parent contact

● 2nd Offense: 1-day suspension, 4 weeks of demand study hall, meetings period restriction, and parent conference.

● 3+ Offenses: Honor Council review and serious disciplinary action.

Extracurricular Attendance & Academic Eligibility Policy

Participation in extracurricular activities including sports, practices, rehearsals, games, competitions, and performances is a privilege that requires students to maintain good academic standing and consistent school attendance.

Academic Eligibility

All divisions will follow the Missouri State High School Activities Association (MSHSAA) requirements, which state that students must 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.

Attendance Eligibility

● Eligibility: To participate in an extracurricular activity, a student must be present at school and attend all classes on the day of the scheduled event

● Exemption Request: Students may participate in activities if an absence is approved by the athletic director or division head prior to the day of the activity An exemption may also be granted for a tardy or early dismissal by the athletic director or division head prior to the start of school on the day of the activity Exemptions will be granted only after careful review and in extraordinary cases.

○ Medical appointments with a confirmation note from a doctor’s office may be considered for exemption.

○ Illness, injury, or staying home for extra rest in the morning will NOT meet the requirement for an exemption As a general rule, a student who is not well enough to attend all classes is not well enough to participate in extracurricular activities.

See the Health and Wellness section of this Handbook for medical eligibility requirements

The Athletic Handbook lists additional requirements for upper school students.

School Day/ Schedules

Our school day is designed to meet the developmental and academic needs of students across all divisions.

Early Childhood (EC)

Our daily schedule provides age-appropriate structure, balancing active and quiet times.

MORNING

8 am - 1 pm

Arrival/Greeting

Class Meeting

Resource Class*

Uninterrupted Playtime

Snack / Restroom**

Outside

Project Work

Small Group Work

Read Aloud

Lunch / Restroom**

Outside

Dismissal OR Day Continues into the Afternoon Schedule

AFTERNOON 1 - 3:10 pm

Nap or Rest / Restroom**

Read Aloud Circle Time

Small Group

Dismissal OR Day Continues into the Extended Day Schedule

* Resource classes: Spanish, Art Studio, Library, Music, P.E.

EXTENDED DAY 3:10 - 6 pm

Meeting Snack / Restroom**

Outside or Movement

Activity / Play Time Pick Up

● Daily Flow: The schedule includes arrival, greeting, class meetings, resource classes, project work, small group time, lunch, outside time, and rest/quiet time Times are flexible to support student needs and project work.

● Arrival: Children follow a morning routine including greeting teachers, storing belongings in cubbies, and washing hands

● Class Meetings: A time to connect, review the day, and foster community through social-emotional learning and shared activities.

● Meals: Lunch is family-style to teach social graces. Snacks are provided at set times or in open windows for younger groups. Please refer to the Special Dietary Needs and Meals Modifications section for further details.

● Outside Play: Students utilize various playgrounds and campus grounds to explore and engage in physical activity.

● Rest/Quiet Time: Children staying past 1 pm have a 2-hour rest/quiet time to support development and attention.

● Play and Group Work: Unstructured, child-directed play (at least 90 minutes recommended for higher-level thinking) and small group activities (art, project work) are central to the curriculum.

Lower School (LS)

The lower school follows a six-day rotating schedule (A-F days) with special schedules on Thursday.

Sample Daily Schedule - Kindergarten

8:10-9:00 Arrival & Choice Time

9:00-9:15 Morning Meeting

9:15-9:45 Snack & Outdoor Play

9:45-11:25 Core Instruction

*Students attend music for 30 mins. on two days in the A-F rotation..

11:25-11:30 Prepare for lunch

11:30-12:00 Lunch

12:05-12:35 PE or Library

12:40-1:10 Spanish/Learning Lab

1:15-1:45 Outdoor Play

1:50-2:30 Core Instruction

*Students attend art for 40 mins. on two days in the A-F rotation.

2:35-3:00 Snack & Dismissal Preparation

3:10 Dismissal

Sample Daily Schedule - 1st-5th Grades

Schedules vary by grade and classroom. However, all daily schedules include the following daily components:

● Morning Meeting - 15-20 minutes

● Art, Music OR Science - 40 minutes

● PE & Spanish/Learning Lab OR Library - 35-40 minutes each

● Lunch - 35 minutes

● Outdoor Play - 30-40 minutes

● Core Instruction (Language Arts, Math, & Social Studies) - remaining time in school day

Thursday Schedule

Lower School follows a special schedule on Thursdays to provide time for community building activities without disrupting the regular class schedule. This schedule also

accommodates the All School Late Start schedule. Thursday. Thursday morning activities may include the following:

● Lower School Community Time

● Buddy Activities

● Peer Performances

● Guest Speakers/Performers

Middle School (MS)

● Sample MS Weekly Schedule

● Course Requirements: Students take year-long courses in math, science, social studies, English, world language, and physical education/wellness.

● Grade-Level Electives:

○ Sixth Grade: Students take one semester each of art and general music, or a year-long band course

○ Seventh and Eighth Grade: Students select from various semester electives (e.g., art, drama, robotics, debate, choir) and year-long Encore electives (e.g., band, technology, PE) Elective placement is not guaranteed and depends on availability.

● Schedule Changes - MS: Requests for specific teachers are not accepted. Elective changes require a formal form with required signatures Changes for semester electives are not permitted after the second full week of school; year-long course changes can be requested before the second semester The Division Head has final approval.

Upper School (US)

● Sample US Weekly Schedule

● Accessing Schedules: Students can view their specific schedules on their student portal pages in early August.

● Morning Meetings & Assemblies: Regularly scheduled (Tuesdays 10:05 a.m., Thursdays 11:20 am) Attendance is required Announcements must be approved and taste-appropriate. Special assemblies and arts presentations occur throughout the year

● Free Time & Study Guidelines:

○ Campus Conduct: Students must behave respectfully and quietly, as school is in session. Certain areas are reserved for specific divisions.

○ Study Hall: Freshmen, and sophomores without honors study privileges, are scheduled for study hall during unscheduled periods.

○ Honors Study Period: Granted to qualifying juniors, seniors, and selected sophomores based on academic performance and maturity This privilege is

subject to review and may be lost if academic or disciplinary expectations are not met.

○ Senior Responsibilities and Privileges: Seniors carry leadership responsibilities and earn privileges such as open campus during unscheduled time (subject to maintaining academic standards) and potential exam exemptions for second semester. Seniors must display ID upon request.

● January Interim (Jan Term): A specialized week following winter break for experimental, non-traditional courses, interdisciplinary learning, and independent study. Full participation is required, with academic policies enforced.

● Schedule Changes - US: In the Upper School, two days are designated the week before classes begin for schedule changes Once the school year starts, schedule changes for semester-one or year-long classes are permitted through the first two weeks of the term Schedule changes for semester two courses are only allowed after the first week of the term. No schedule changes are allowed after the second week of any term.

Special circumstances that require a move between course levels within the same subject may be requested during this 2-week window These changes require a completed course change form and the approval of the Department Chair and an Administrator.

School Closures

School Closings Due to Inclement 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 may occasionally delay the start of school until 10 a.m.

Announcements concerning school closures are made by 6:15 am Parents receive an email, text message, and voicemail about emergency school closures, including delayed starts Messages are also placed on the school’s website (wwwpembrokehillorg), school portals, and social media channels. Additionally, announcements are made through local news outlets In the event no announcement is made, school will be in session

All School Late Start Days

There are seven school-wide All School Late Start days when class begins at 10 a.m. These days are used to provide professional learning opportunities for all Pembroke Hill faculty and staff. Because all faculty and staff will be involved in the school-wide professional learning sessions, we are not able to offer childcare or supervision for early arrivals on these dates. Late start dates will be available in the school calendar. Campuses are closed until carpool drop off starts at 9:40am

Early Childhood & Lower School

Scheduled School Closures & Childcare

Childcare is available (7:45 a.m. - 5:30 p.m.) for the following dates only:

● Fall Professional Day

● Fall and Spring Parent-Teacher Conferences

● Thanksgiving Break (only on days when offices are open)

● Winter Break (only on days when offices are open)

● Winter Professional Day

● Spring Break (first week only)

Logistics:

● Sign-ups: All childcare forms are available for advance registration on each division's parent portal. Before each childcare day, the designated coordinator will send an email with a sign-up link

○ Early Childhood (EY, PS and PK) will receive a registration email from the Early Childhood Extended Day Coordinator and Lower School (K - 5) will receive a registration email from the Director of Auxiliary Programs.

● Snacks & Meals: Morning and afternoon snacks will be provided on all childcare days. Parents are asked to provide a refillable water bottle and a sack lunch for their child(ren) on all childcare days.

● Fees & Cancellations: Cancellations made after the deadline stated in the registration email will still be charged for prearranged staffing. Late reservations will incur an additional $20 fee

● Capacity: Childcare is provided in a location to be determined (please check the newsletter) Services will be canceled if fewer than three children are registered.

Childcare is NOT available on these dates:

● Labor Day

● The last three days of Thanksgiving Break

● The last day of the semester prior to Winter Break (after dismissal)

● Winter Break (on days when offices are closed)

● Martin Luther King Jr Day

● Presidents’ Day

● The second week of spring break

● Late Start Mornings

Communication

Our Philosophy and Commitment

Pembroke Hill School values the home-school relationship and is dedicated to open, honest, and proactive communication. We believe that a positive partnership between the School and our families is essential to fulfilling our mission We strive to maintain effective communication and hold a "no surprises" approach to keeping families informed about classroom activities, student progress, and school life

We encourage families to communicate regularly with the school. Please keep your child’s teachers and division head informed of any circumstances such as health issues, family changes, or stress that may affect your child’s well-being or ability to focus on learning. Any information shared is treated with strict confidentiality, shared only on a "need-to-know" basis with your permission.

Addressing Questions and Concerns

We want to ensure families understand the best way to address a problem or concern. We ask that you honor the following organizational flow to ensure we can resolve issues efficiently and provide you with our undivided attention:

1. Start with the Teacher: Please contact your child’s teacher or advisor first

2. Contact the Division Head: If you do not feel the concern has been resolved after speaking with the teacher, please bring the issue to your division head

3. Associate Head/Head of School: If the matter remains unresolved at the divisional level, you may discuss it with the associate head of school or the head of school

Note: Please understand that if a significant concern is communicated via email, text, or a brief "drop-by" conversation, we will likely respond with an invitation to schedule a formal meeting (virtual or in-person). This ensures we can dedicate the necessary time to understand you clearly and give the matter the attention it deserves

Schoolwide Methods of Communication

The following channels are utilized across all divisions:

● Parent Newsletter & Divisional Family Updates: The school publishes a bi-weekly newsletter sharing schoolwide news. On alternating weeks, each division sends a Family Update via email (typically on Fridays) with division-specific information

● Website and Parent Portal: Our primary hubs for information. Use the Parent Portal to access class information, school forms, and the student/parent directory The main website hosts general school information and calendars.

● Telephone: All staff have classroom/office phones and voicemail Teachers are often unavailable during the school day due to teaching responsibilities; please leave a message, and they will return your call as soon as possible For urgent matters or unexpected dismissal changes, please call the divisional office directly.

Policies & Expectations

Current Family Contact Information

Parents and guardians are expected to keep the School informed of contact information for emergency situations, and should keep the School informed of any necessary changes to contact information. Parents should update their information in the Parent Portal as necessary

Parents Out-Of-Town

When parents are out-of-town, the school should be notified in writing of the dates, the name and telephone number of the adult responsible for the child during the parents’ absences Please give appropriate emergency phone numbers to the division administrative assistant(s) and homeroom teacher/advisor

Multiple Households and Custody Orders

The School does not seek to become involved in parental disputes However, in order for the School to communicate most effectively with parents and support each student, teachers and administrators must be aware of any court-ordered mandates or guidelines regarding primary households, visitations, picking up a student from school, parent involvement in field trips, or other such similar issues.

Parents are responsible for informing the School of any living, custody, or financial arrangements that may affect the student’s enrollment or experience at PHS. Custody orders or parenting agreements should be provided to the appropriate Division Head, with clear instructions for the School regarding how to carry out the court’s orders While PHS endeavors to comply with court-ordered living, custody, and financial arrangements to minimize disruption to students’ educational experiences, the School cannot do so without clear instructions from parents.

Guardianship

While enrolled, students must live with a parent or legal guardian. If a student must live outside the home, the school must be consulted for a mutual agreement

Parent Comportment and Support for School Policies

At PHS, we believe that a positive relationship between the School and a student’s parents or guardians is essential to the fulfillment of the School’s mission. We recognize that effective relationships are characterized by clearly defined responsibilities, a shared commitment to collaboration, open lines of communication, mutual respect, and a common vision of the goals to be achieved. PHS may dismiss a student whose parent, guardian, family member, or other adult involved with the School by virtue of their relationship with the student fails to comply with policies or procedures of the School; engages in conduct, either on or off the School’s property, that could undermine the authority of the School’s Administration; and/or otherwise behaves in a manner that is unbecoming of a member of the School community. Similarly, the School may refuse re-enrollment of a student if the School believes the actions of a parent, guardian, family member, or other affiliated individual, on or off the School’s property, make a positive, constructive relationship impossible, or otherwise may interfere with the School’s ability to accomplish its mission and/or educational goals

Division-Specific Details

Early Childhood (EC) & Lower School (LS)

● Classroom Newsletters/Journals: Teachers provide regular updates – twice weekly via journals (EC) and weekly via classroom newsletters (LS)

● Seesaw (EC & LS): Used as an electronic portfolio to document learning. Teachers use this platform for formative assessments and sharing student work. In 5th grade, students transition to using Schoology as a learning management tool.

● Conferences: Formal conferences are held in the fall and spring to discuss growth and goals. Arrival, dismissal, and class parties are not appropriate times for conferencing; please schedule a separate meeting for substantive discussions.

● Family Involvement: We welcome your expertise and participation; please coordinate volunteer opportunities (e.g., Mystery Reader, Guest Expert) with your child's teacher.

Middle School (MS)

● Conferences: Student-Centered Conferences are held each fall These include the student, family, and teachers, providing an opportunity for the student to share

learning information and build partnerships. In addition to Student-Centered Conferences, parents may contact their student’s instructor at any time to schedule a conference, if desired.

Upper School (US)

● Weekly Student Announcements: A schedule of weekly meetings and student announcements is posted on the Parent Portal every Monday.

● Conferences: While we do not offer formal parent/teacher conferences in the upper school, parents may contact their student’s instructor to schedule a conference, if desired

Security & Safety

We take our responsibility concerning your child's safety very seriously

● All the doors to our building are locked except at drop-off and pick-up times, when security is present

● All visitors must check in at the school office.

● All our employees are screened through the Missouri Family Child Care Registry and our human resources department also runs a background check upon hire.

● Faculty members have a cell phone with them whenever they are out of the building with children.

● All employees have identification cards with emergency phone numbers on them

● Anyone picking up a child who is not part of the immediate family or pick-up routine must be listed on your child’s emergency sheet and have a photo ID.

● The school has a transportation policy that requires parental permission for students to be transported by bus to school-sponsored events.

● Security officers are available on both campuses. A security officer is in the driveway/parking lot area during drop-off and pick-up times.

● Arrival/Dismissal: Faculty/staff greet students as they arrive at drop-off and supervise them at pick-up time. (Note: In the Upper School, an adult greets the children as they arrive at drop-off)

Student Release

Students are not to be released to anyone other than a parent/guardian without the parent/guardian’s written permission Parents should notify the appropriate school personnel if someone other than a parent/guardian is picking up the child from school. That individual should be prepared to show identification when picking up the student, if asked.

Lower School: The school must have written permission from a student’s parent or guardian if they will walk or bike independently to/from school.

If you need to pick your child up during the school day, please be sure to allow plenty of time to have your child signed out with the appropriate administrative assistant. Please notify the administrative assistant in advance

Notification

for early dismissal or pick up:

● Early Childhood and Lower School - Homeroom teacher and Administrative Assistant

● Middle and Upper School - Administrative Assistant.

*For upper school students who drive, students are still required to sign out and provide a notification from a parent to the administrative assistant

Crisis Plan

The school has a comprehensive crisis plan that is put into effect in the case of a crisis. If it is necessary to evacuate the campus, the school follows this agreed upon plan Please know that the primary contact information provided by the parents is vital. Parents should check the Parent Portal regularly to ensure that their contact information remains current.

Safety Drills

Safety drills are scheduled monthly at various times of the day Parents are encouraged to practice fire and tornado drills at home. Your child may come home and discuss the drills with you. If you have concerns or questions about drills, please contact the division head. Evacuation routes are posted in each classroom for fire and tornado drills.

Weapons

No student or visitor to campus or school-sponsored functions, regardless of whether the function is occurring on or off of campus, may possess, transport, display, offer for sale, barter, use, threaten to use or exchange any gun, bomb, knife, mace or other dangerous weapon, or any object that might have a reasonable “look-alike” resemblance to a dangerous weapon. A dangerous weapon may be defined as any object that may cause a serious injury or fatal wound The School has the sole authority to determine whether it considers an object to be a dangerous weapon.

This policy does not apply to uniformed members of law enforcement who may carry a visible weapon.

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

Accidents

If your child sustains an injury at school, the supervising teacher will complete an accident report which includes details of the accident and the first aid/care your child received. All accident reports are kept on file at the School.

Minor injuries, such as scraped knees, occur frequently in a school environment. For these minor situations, the supervising teacher will help your child clean the scrape and apply a Band-Aid. They may also offer an ice pack to a student. For anything beyond a minor scrape or bump (including any injury to the head no matter how minor), students are assessed and treated by the school nurse. If the nurse feels additional medical attention is needed, they contact a parent or guardian If emergency medical services are necessary, the school contacts 911 as well as the parent or guardian.

For any injury that necessitates a visit to the school nurse, the student’s parent or guardian receives an email notification from August Health directing them to a treatment note If the injury is such that the student’s condition may worsen and/or needs monitoring, the school nurse will also call the student’s parent or guardian to discuss next steps and provide directions for home care/monitoring Any injury that involves the head (including facial injuries) results in a call to the student’s parent or guardian. Supplemental Student Insurance

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

Deliveries

To maintain safety on campus, students are not allowed to have food or other materials delivered to campus by third-party vendors such as Uber Eats, Postmates, etc

Students Attending Events Outside the School Day

The school offers many events for families to attend (sporting events, performances, parent council events, etc). When attending these events, parents are ultimately responsible for supervising their student(s). All students in 5th grade and under are required to be under the direct supervision of a parent at all times during these events For middle and upper school students, there will be administrators or faculty present. However, there will be no specific supervision for your child as there is during a school day It is especially important that students follow the expectations of the school and remain at the site of the activity and not wander elsewhere on campus, where there is no supervision. If any student is not following the expectations of the School and the Code of Conduct, parents will be contacted, and the student(s) will be required to be picked up Additional disciplinary action might be taken depending on the severity of the infraction.

Outdoor Play Safety

During the school day, students will participate in different outdoor activities dependent on the grade level (recess, class activities, etc). Students are expected to participate in these activities These activities will occur only when weather and air quality conditions do not pose a significant health risk, as listed below.

● Temperature is 15 degrees Fahrenheit or below;

● The wind chill index is below zero

● Significant falling moisture

● Lightning within 10 miles

● Poor air quality

● Extreme heat index as identified by the National Weather Service.

Students should come to school prepared to be outside with appropriate clothing, shoes, coats and sunscreen.

Visiting Campus

The safety of our students, faculty and staff is our highest priority To this end, it is important that we know who is on campus and in our buildings at all times. Pembroke Hill is committed to maintaining a welcoming environment while providing consistent and secure access to both campuses. The following procedures apply to all visits during regular school days and hours All visitors, including parents, guardians, family members,

guests, vendors and other individuals conducting business on campus, must check in at an approved visitor location before proceeding to any destination

All visitors must present a valid government-issued photo ID and will be screened through the CENTEGIX Visitor Management Platform as part of the school's safety and visitor verification process. Once approved, visitors will receive a visitor badge, which must be worn visibly at all times while on campus.

Wornall Campus

During school hours, all visitors to the Wornall Campus must check in at the Security Kiosk located at the Wornall Main Gate, regardless of their destination on campus This applies to visitors attending meetings, having lunch with a student, conducting school business, or visiting early childhood, lower school or any other area of the campus. Visitors may not enter through side gates or proceed directly to a building unless specifically directed by Security or authorized school personnel.

Ward Parkway Campus

During school hours, visitors to the Ward Parkway Campus must check in at one of the following approved visitor locations:

● Upper School Office

● Middle School Office

● Security Operations Center located at the Bellis Athletic Center

Visitors should use the check-in location most appropriate for their destination and may not proceed to any other area of campus without first checking in Please follow all directions provided by Security, faculty or staff.

Visitor Expectations

While on campus, visitors are expected to:

● Enter through an approved visitor entrance.

● Present a valid government-issued photo ID.

● Complete the required visitor screening and check-in process.

● Wear the issued visitor badge in a visible location.

● Remain in approved areas associated with the purpose of the visit.

● Follow the directions of Security personnel, faculty and staff.

● Check out at the conclusion of the visit and return the visitor badge

Visitor procedures may be modified outside of regular school hours or for approved performances, athletic contests, large-scale events or other school-sponsored activities. Any alternate entry or check-in procedures will be communicated by the school and supported by Security or event personnel.

If students meet unescorted visitors in the halls, they should not interact with them and should always notify a PHS faculty/staff member immediately.

If students wish to bring a visitor or guest to school or to a school social function, they need to obtain advance permission (72 hours in advance) from the administration. The name of the visitor/guest, and a school reference contact name and telephone number may be required. Each request will be reviewed to determine if the visitor will be allowed on campus.

Pembroke Hill School reserves the right to deny, restrict or revoke campus access when necessary to protect the safety, security and orderly operation of the school community

Code of Conduct and Philosophy of Student Discipline

PHS 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 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 of alcohol or other illegal chemical substances on campus or at school-related functions;

● Respect the property of others, including the school's property;

● Use technology appropriately and in alignment with school values; and

● Treat other members of the school community with civility and respect, avoiding actions that are hurtful to others.

Never permissible are bullying, hazing, discrimination, harassment, sexual misconduct, academic dishonesty, stealing, destruction or defacing of property, use of inappropriate language, possession of a dangerous weapon (including mace), threats of violence, violence, or any behavior inconsistent with the school’s mission or core values

A student’s actions outside of 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, are a breach of contract between the family and the school In such instances, the Division Head in partnership with the Associate Head of School and/or the Head of School will determine appropriate disciplinary action, which may include, but is not limited to, suspension or expulsion.

Students are expected to follow these guidelines and to engage in behavior consistent with the school’s motto: Freedom With Responsibility. Students should recognize that these rules are necessary for the effective functioning of our community and are expected to understand, accept, 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 twelfth grade, 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.

This section is intended to provide a general guideline of PHS’ behavior expectations of its students, outlining conduct that is considered outside the scope of acceptable behavior as a member of the community. It is important to remember that the below list of inappropriate conduct should in no way be considered an exhaustive list of the conduct which may result in disciplinary consequences. No list is or can be comprehensive; it is possible that a student may act or behave in a manner that is not included in the policies below, yet still disrupts the school community

Further still, students and families should understand that conduct which is inconsistent with the School’s expectations for students as outlined in other sections of this Handbook may similarly result in disciplinary consequences

In addition to violating explicit school policies, and at the sole and exclusive discretion of the school, a student may be disciplined for engaging in conduct (a) deemed to be detrimental to the school or its mission; (b) which is inconsistent with the School’s values; or (c) which is harmful to themselves or other members of the school community. For the avoidance of doubt, even in situations in which there is no finding that a policy violation has occurred, the School may impose behavioral consequences and requirements as a means of educating the student to understand the impact of their behavior, language, or actions

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

The School respects the privacy of its individual students and, for that reason, treats disciplinary matters as confidential. Confidentiality balances our commitment to helping individuals learn from their mistakes, because we are educators above all else, and promotes a culture of open and timely discussion of important and challenging topics.

Bullying

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

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

General Policy Against Bullying

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

What Constitutes Bullying

Bullying refers to any severe or pervasive physical or verbal act(s) or conduct, including communications made in writing or electronically, directed toward a student or students that has or can be reasonably predicted to have the effect of one or more of the following

● Causing physical or emotional harm to the targeted student or damage to the targeted student’s property;

● Placing the targeted student in reasonable fear of themself, or of damage to their property;

● Creating a distracting, antagonistic environment at school for the targeted student;

● Infringing on the rights of the targeted student at school; and

● Materially and substantially disrupting the educational process or the orderly operation of the school

Bullying may take various forms, including but not necessarily limited to threats, intimidation, stalking, physical violence, public humiliation, or destruction of property.

Harassment & Discrimination

Harassment as a form of unlawful discrimination means any conduct that is based on a protected characteristic, that is so severe or pervasive and that has the purpose or effect of: (a) creating an intimidating, hostile or offensive environment; (b) interfering unreasonably with a student’s academic performance; or (c) creating a situation in which academic decisions of a student depend on the student submitting to and/or not objecting to the behavior. Protected characteristics include race, color, national origin, sex (including sexual orientation and gender identity), disability, religion, and any other status protected by law Inappropriate comments or jokes about any of the protected characteristics listed above are never permissible.

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, deepfakes (imagery or audio), 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.

Harassment includes sexual harassment, which is harassment that is based on sex, sexual orientation, or gender identity. Examples of behavior that may constitute sexual harassment include (regardless of whether the intent or consequence of such behavior is to make the target feel uncomfortable): (a) offensive body language (staring and/or leering at a person’s body or standing/brushing too close); (b) offensive or unwanted sexual comments, abuse, jokes, insults, delivered orally or in writing; (c) derogatory or pornographic posters, cartoons or drawings; (d) pressure for sexual activity (such as hazing or threats as well as repeated requests after rejections); (e) offering favors or benefits in exchange for sexual acts, or threatening mistreatment if one does not engage in sexual acts; and (f) offensive or unwelcome physical advances (including kissing, hugging, pinching, grabbing, groping, “playful” slapping, etc )

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

Sexual Misconduct & Sexual Assault

PHS does not permit intimate sexual behavior among students, including but not limited to, oral sex, anal sex, or vaginal sex on campus, at any school-sponsored event, or on school- supported transportation to or from campus or events.

Sexual assault occurs when a person is forced or coerced into sexual activity without giving consent For the purpose of this policy, “coercion” means the student has been persuaded to engage in sexual activity by using pressure, alcohol, or drugs by forcing one to engage in sexual contact against their will Sexual coercion also includes persistent attempts to have sexual contact with one who has already refused. Sexual activity includes, but is not limited to, rape (here defined as forced vaginal, anal, or oral penetration), as well as groping, touching or fondling, either directly or through the clothing of another’s intimate areas

Consent is a critical factor in determining whether sexual abuse or misconduct has occurred. Consent does not vary based upon a person’s sex, sexual orientation, gender identity, or gender expression Consensual sexual activity happens when each participant willingly chooses to participate in sexual activity. Consent occurs when there is a voluntary, active and clear agreement, communicated by words or actions to participate in sexual activity. It is the responsibility of the person, who wants to engage in a sexual activity to obtain the consent of the other person for that sexual activity

Lack of consent occurs when one is physically or verbally forced or intimidated into doing something sexual or submitting to a sexual act, or when one has explicitly indicated a lack of consent, or when the circumstances make it obvious that consent has not been given.

Hazing

Hazing refers to any activity expected of someone joining a group (eg, athletic team,

co-curricular or extra-curricular activity, student publication), grade, or the school itself or expected of someone to maintain any status in a group, grade, or the school that: (1) humiliates, (2) degrades, or (3) risks emotional and/or physical harm or embarrassment to the individual or the PHS community, regardless of the person’s willingness to participate and regardless of its intended result or effect.

Violence

Fighting, physical violence, or any threat of physical violence is strictly prohibited as is any kind of rough-housing that demeans another member of the community or puts a community member at risk of harm or injury.

Biting

Biting can be a natural developmental stage for young children. It is most common between 13- and 24-months of age, however young preschool children will occasionally bite. The safety of the children at the school is our primary concern. The school's biting policy addresses the actions teachers and staff will take if a biting incident occurs.

If a biting incident occurs in early childhood, the following steps will be taken:

● The biting will be interrupted with a firm "No biting hurts It is not okay to bite people!"

● Teachers will stay calm and will not overreact.

● The bitten child will be comforted.

● Teachers will remove the biter from the situation.

● The wound of the bitten child shall be assessed and cleansed with soap and water. If it is determined that there was blood exposure, the School will follow the guidelines as implemented by the Jackson County Health Department

● The biter will be encouraged to help comfort the child who was bitten - getting an ice pack, using gentle touches, etc

● The teacher will talk with both children to determine the cause and then help the children solve the problem Teachers will consistently use the following phrases to help children during a conflict: "This is a safe school." "How does feel?" "Use your words" "Listen to your friend's words" and "Get a teacher when you need help"

● Teachers will shadow a child (keep the child close) after two biting incidents.

● Confidentiality of all children involved will be maintained

● The parents of both children will be notified of the biting incident. The appropriate forms will be filled out (Incident Report) and sent home and to the school nurse’s office.

In kindergarten and beyond, biting is no longer considered developmentally appropriate. Biting incidents in lower, middle, or upper school would be considered an act of physical harm and addressed as such with appropriate disciplinary actions.

Inappropriate Language

Abusive, foul, threatening or harassing language is an inappropriate way to communicate with others. Hate speech is any form of expression through which an individual intends to vilify, humiliate, or incite hatred against a group or a class of persons on the basis of race, religion, sexual identity, gender identity, ethnicity, disability, or national origin, or another category protected by law. Hate speech can include the use of song lyrics, gestures, or symbols of any kind meant to denigrate an individual or group and will not be tolerated

Theft

Students are not permitted to take something that does not belong to them and without permission. A student suspected of theft may be subject to a search of a locker, backpack, or other personal belongings.

Destruction of Property

Students cannot deface or destroy private or public property in school, on school grounds, or at a school-sponsored activity.

Malicious Publication

Publications (print, online, video, etc.) that hurt others and are malicious in intent, whether they were created while at school or not, are inappropriate Publishing anonymously or with an invented name for malicious purposes is prohibited. Malicious publication does not include communications made to promote student positivity, wellness or the student experience, or to otherwise draw attention to concerns regarding the student experience.

This policy covers postings from any electronic device – school computers or any electronic device inside or outside of school, including private networks, due to the disruption to the education environment. For the avoidance of doubt, this policy also includes any communications or postings made via social media (such as Facebook, Instagram, Twitter and TikTok)

Unauthorized Photos, Videos or Recording

Taking photos or recording (video or audio) faculty, staff, or students at school or at school-sponsored activities without their expressed permission is forbidden.

Smoking & Use Of Tobacco or Nicotine

Students may not smoke, use or be in possession of any tobacco or nicotine product, electronic cigarette or “vaping” paraphernalia on school property, at school-sponsored activities, programs or events, or on school-sponsored transportation. If a faculty member, staff or administrator suspects a student is using tobacco or nicotine in any manner, the student’s locker and personal belongings may be searched, if warranted. If a student is found violating the policy, the student's parents will be contacted immediately

Alcohol & Illegal Drugs

The School is committed to providing a learning environment that fosters physical and mental health so that students may become healthy, productive citizens who contribute positively to the school and the community. Use of alcohol and other drugs is illegal and is also inconsistent with healthy growth and development Possession, use, and/or being under the influence of the following substances is forbidden. The School reserves the right to require students suspected of using and/or being under the influence of such substances to undergo testing.

Parents are often concerned about the use of alcohol and drugs by students and the social acceptability of its use Parents are expected to reinforce the School’s policy at home, including by discussing it with their children, and are expected to refrain from hosting or permitting parties where alcohol is served to students or students are using drugs or tobacco.

Alcohol: It is illegal for persons under the age of 21 to purchase, possess, or drink

alcohol. Possession, distribution or consumption of alcohol during the school day, on campus at any time, and at school-sponsored events is prohibited

Illegal Drugs: The possession, use, or distribution (selling or sharing) of illegal drugs or drug paraphernalia is prohibited during the school day, on campus at any time, and at school-sponsored events

Prescription Drugs: The distribution (selling or sharing), possession or use of prescription drugs by someone other than the person for whom the drug was prescribed is prohibited. Asking another student to use their prescription drugs, or using someone else’s prescription drugs is also prohibited.

Reporting Violations of the Code of Conduct

If a student believes they have experienced or witnessed misconduct, is concerned about retaliation, or has relevant information about prohibited conduct, the student is urged to report the matter promptly to a teacher, the Division Head, or to an administrator or faculty member with whom the student feels comfortable. If a student is uncomfortable contacting a trusted adult alone, the student may ask an advisor, another adult, or a classmate to help.

Parents or guardians who have relevant information concerning prohibited conduct are urged to immediately notify the Division Head.

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

Any report that provides sufficient information about a possible incident of misconduct will result in follow-up. If the information provided in the report is insufficient to allow for meaningful and productive follow-up, an attempt will be made to learn more Generally, follow-up will include inquiry or investigation, followed by fact-finding and a decision about consequences. Throughout, PHS’ goals are to ensure a safe and supportive school environment, to prevent repetition of misconduct, and to support all students involved.

Student Conduct Investigations

The Head of School, or someone designated by the Head of School, will conduct an impartial investigation. This may be another administrator or it may be an impartial third party. The investigation may include, but is not limited to, interviews with the complainant(s), respondent(s), reporting person(s), and any other persons who may have relevant information, including faculty, staff, and students’ parents/guardians. Investigations will be as prompt and thorough as possible. Students are required to participate in any investigation, when requested.

In keeping with the School’s values and guiding principles, investigators are committed to working with students and others in a respectful, compassionate manner. To ensure a fair and supportive process:

● Investigations are strictly objective. Questioning is designed purely for fact-finding and avoids leading or biased questions.

● To ensure transparency, accountability and the comfort of the student, two adults will always be present during any interview

● Every effort is made to ensure the process is non-threatening and that it provides the student the opportunity to look critically at their own actions in a manner that allows for growth and increased awareness.

Throughout an investigation, efforts will be made to keep all parties informed, to the extent that confidentiality, impartiality and the integrity of the investigation will allow. The school releases information concerning complaints of misconduct, and the disciplinary action taken only on a legitimate, need-to-know basis.

If the School learns that a student is the subject of an investigation by law enforcement or the Missouri Division of Family Services Children’s Division, the School will not make the student available for a third-party interview without the parents/guardians’ prior consent. When a student’s conduct is investigated by the School or a third party, the School will determine whether the student may continue to attend classes and participate in school activities pending the conclusion of the investigation.

Retaliation

Retaliation means any adverse action taken against a person for raising a concern about a violation of this Handbook or because of their participation in the administration’s response to a concern. Encouraging another to engage in such conduct may also be retaliation Retaliation will be treated as a separate handbook violation Every member of our community (including parents/guardians) should recognize that discussing or criticizing a person’s decision to report what they believed, in good faith, was a violation of the policies established by the School—even in circumstances where it is determined that no Handbook violation occurred—may have the purpose or effect (unintended or intended) of retaliating against the person who came forward, harming the reputation of those involved, and/or discouraging others from reporting concerns

Diversion

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

MSHSAA By-Law 212.0 (Upper School Only)

For students participating in any school activities, athletics or otherwise, MSHSAA By-Law 2120 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 (ie 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 advisor, 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 advisor, 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.

Academic Integrity

According to our school’s Code of Conduct, students are expected to act with integrity. This includes honesty in all areas and in all work presented as one’s own. Because academic dishonesty is a grave offense that undermines the trust necessary for our learning community, students, parents, and faculty share the responsibility to ensure that our school community is, at all times, acting with integrity.

Guidelines for Academic Work

● Originality: Students must not copy, or allow to be copied, homework, tests, quizzes, papers, or any academic work. Working together on problems or making editorial suggestions is a valuable learning process, but loaning or making use of another’s finished work is dishonest.

● Plagiarism: Plagiarism is always dishonest. If a student uses the exact wording, paraphrased wording, or the ideas of another writer without giving proper credit in a footnote or other form of documentation, they are guilty of plagiarism

● Unauthorized Aid: Using unauthorized notes or devices during an assessment is strictly prohibited

● Assessment Content: Communicating information or content from tests or quizzes to other students constitutes academic dishonesty and is prohibited.

● Artificial Intelligence: Basic artificial intelligence tools like Grammarly and Google Translate, as well as generative artificial intelligence tools such as ChatGPT, Gemini, and Claude, may not be used for school work unless otherwise specified by teachers. The use of any such technologies must be disclosed when submitting final work. Unless otherwise noted, all work submitted by a student must be their own

Reporting & Consequences

Any concerns regarding academic integrity should be reported directly to the faculty member or to an administrator In the case of academic dishonesty, the school will initiate a review of the incident. Consequences may include a grade penalty (up to an F on the assignment), disciplinary probation, or, for serious or repeated offenses, suspension or expulsion.

Middle & Upper School Specific Policies Regarding Academic Integrity

Students found cheating on quizzes, tests, homework or research papers will be given a grade penalty determined by the department for the first offense. Additional acts of academic dishonesty will be reported by the teacher to the department chair and reviewed by the Honor Council chair. The parents and advisor 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

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 advisor, appears before the Council.

Generally, offenses that could lead to a suspension or dismissal will be brought before the Honor Council, however, the Division Head, Associate Head of School and the Head of School have the discretion to determine whether a matter is inappropriate to come before the Honor Council. In such matters, PHS will follow the procedures outlined below

Responsibilities of The Honor Council

The Council:

● Hears cases regarding student disciplinary action that are serious or chronic in nature;

● Makes recommendations to the division head concerning student 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;

● 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.

● Hears recommendations for changes in disciplinary policy and procedures. Recommended changes will be subject to approval by the division head.

Honor Council Hearing Procedures

● 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 advisor(s). (Parents are not invited to attend Honor Council hearings).

● The Honor Council chair explains the case to all present

● The student in question is invited to give his or her statement in the presence of their advisor, and follow-up questions from the Honor Council are heard

● The student's advisor is invited to give a statement regarding the character of the student

● The student in question is dismissed so that the Council can review the case.

● 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.

Technology Policies & Guidelines

Pembroke Hill School provides a wide range of computing resources, including linked computers, software, peripheral devices (printers, projectors), shared data storage, wireless and internet access, the school website, email, and other electronic tools (collectively, the "PHS Information Network")

The intent of the PHS Information Network is to enhance learning, collaboration, communication, and productivity in alignment with the school's educational goals Use of this network is intended primarily for educational use related to the academic or extracurricular programs of the school Members of our school community may use the network for non-school purposes provided it does not interfere with operations or violate student conduct expectations Privilege, Responsibility & Content Disclaimer

● Content Control & Filtering: While on campus, internet provided by Pembroke Hill School is filtered for inappropriate content However, it is impossible to limit access to all potentially objectionable material. PHS believes the educational benefits of internet access far exceed the disadvantages of inappropriate use.

● Off-Campus Use: PHS is not responsible for providing filtered internet access off campus. When devices are off campus, it is our recommendation to only allow use on a secure, filtered internet connection

● Student Responsibility: Ultimately, it is the responsibility of the student to use technology and the internet in an acceptable, ethical, and responsible manner

● Policy Compliance: Students must treat digital tools as an extension of the classroom space Any viewing, sharing, or transmission of material containing inappropriate content, offensive language, derogatory rumors/gossip, harassment, or discrimination is strictly prohibited Students must abide by all policies in this Handbook, including those regarding plagiarism and general conduct.

Device Care, Safekeeping & Ownership

● School Property: Student-issued devices, cases, chargers, and other accessories are the property of Pembroke Hill School Students must return all school-issued items at the end of the school year or immediately upon withdrawing/leaving the school. Parents will be billed for any unreturned items at full replacement cost

● Maintenance & Repair Restrictions: Students are solely responsible for the care and safekeeping of any technology devices issued to them Students are not permitted to repair, modify, or replace school-issued devices. If damage or loss occurs, students must immediately report the situation to a teacher or the technology department.

● Theft, Loss, and Intentional Damage: In the case of theft, a police report is required for the device to be replaced at no cost. Parents are responsible for the full replacement cost of any intentional damage or loss other than documented theft.

● Data Recovery & Backups: If a school-issued device is broken or lost, the school will try to recover data, but recovery cannot be guaranteed. It is the responsibility of the student to back up and maintain device storage via cloud services (such as Google Drive or iCloud) so a restore can be performed, if needed.

Prohibited Network Behaviors

The following actions are considered major violations and will result in disciplinary action:

● Unauthorized Access/Hacking: Any unauthorized use, including but not limited to hacking the PHS network, servers, computers, or accessing others' files It is viewed as a major violation of privacy.

● Identity and Passwords: Sharing passwords or logging into the network, devices, or web tool accounts as another person (including classmates and PHS employees).

● Software and Licensing: Illegal copying, distribution, reverse assembly, reverse compiling, translation, or alteration of computer software. Loading unauthorized software onto a PHS device is prohibited. Students and parents may not use school-provided software in a manner that jeopardizes PHS’s software licenses or violates the software's Terms of Use.

Artificial Intelligence (AI) Policy

Basic artificial intelligence tools (such as Grammarly and Google Translate) as well as generative artificial intelligence tools (such as ChatGPT, Gemini, and Claude) may not be used for school work unless explicitly authorized and specified by a teacher for a particular assignment.

Privacy & Monitoring

● No Expectation of Privacy: Students have no expectation of privacy when using school-issued accounts, computers, or other electronic devices while connected to the school's network, or when utilizing data generated from school-issued technology.

● Administrative Review: School personnel reserve the right to monitor network activity, access electronic activity/communications, and inspect or confiscate any school-issued device without prior notice to ensure student safety and compliance. Under some circumstances, these items may be subject to disclosure in legal situations. Note that deletion of messages or files may not fully eliminate the data from the system

● Personal Information: When accessing or using web products and technology for school assignments, students are strongly suggested to keep personal information out of their public postings.

Google Applications Consent

Students at Pembroke Hill School are assigned a license to use Google Applications which consist of, but are not limited to: Docs, Sheets, Slides, Photos, Maps, and Google Earth. By enrolling your student at PHS, the student’s parent/guardian gives consent for their student to access these applications and services

Additional Student Responsibilities

● The student will charge the school-issued device regularly so it is usable for a full day of school.

● The student will know their school username and password and any other usernames and passwords associated with the technology programs.

● The student will manage the available device storage It is the student's responsibility to use this storage to keep the device backed up to Google Drive so data will not be lost if the device needs to be repaired or replaced

● The student will turn off all notifications and sounds during class.

● The student will not decorate or deface the school device, case, or accessories

Division-Specific Guidelines & Incident Fees

Early Childhood & Lower School

Technology devices and accounts issued by the school must be used for educational purposes only. Misuse of technology will be addressed contextually by teachers and division administrators in a manner appropriate for young learners.

Middle School

● Expectation: Technology devices and accounts issued to students must be used for educational purposes only. The IT Department maintains an Acceptable Use Policy which applies to all students.

● Consequences for Misuse:

○ Minor Infractions: Students will receive an initial warning. Each additional minor infraction will result in the student being assigned an after-school reflection.

○ Serious or Repeated Infractions: The administration will determine appropriate disciplinary consequences.

● Device Damage & Repair Fees (Chromebooks): Repair fees are cumulative for the student’s time in the Middle School and do not reset yearly

○ First instance of breakage/damage: $100

○ Second instance of breakage/damage: $200

○ Subsequent repairs: Charged at full replacement cost ($450 as of August 2026)

○ Intentional Damage: The student will be charged the full replacement cost ($450)

○ Missing Accessories: Devices must be returned with the original stylus and charger, or the student will be charged for replacements ($4000 stylus, $36.00 charger).

Upper School

● Expectation: Technology devices and accounts issued to students must be used for educational purposes only The IT Department maintains an Acceptable Use Policy which applies to all students.

● Consequences for Misuse:

○ Minor Infractions: Students will receive an initial warning. Each additional minor infraction will result in the student being assigned a detention.

○ Serious or Repeated Infractions: The administration will determine appropriate consequences, which may include a required appearance before the Honor Council.

● Device Damage & Repair Fees (Microsoft Surface Laptops): Repair fees are cumulative for the student’s time in the Upper School and do not reset yearly.

○ First instance of breakage/damage: $150

○ Second instance of breakage/damage: $300

○ Subsequent repairs: Charged at full replacement cost ($1,250 as of August 2026).

○ Intentional Damage: The student will be charged the full replacement cost ($1,250).

○ Missing Accessories: Devices must be returned with the original stylus and charger, or the student will be charged for replacements ($40.00 stylus, $3600 charger)

Cell Phones & Other Personal Electronic Devices

Our cell phone policy is intended to foster an environment of personal engagement, social connection, and academic focus within the Pembroke Hill community. This policy gives students the freedom to be fully present and engaged in their learning environment, encouraging face-to-face interactions, and limiting distractions.

Policy Overview:

● Cell phones should be turned off and must be stored in a Yondr pouch when students arrive at school Cell phones are to remain in the locked Yondr pouch throughout the school day until dismissal.

● Cell phones, and any other devices connected to personal technology (i.e. headphones, earbuds, smart watches, and smart glasses), are prohibited during school hours in all school spaces, including: restrooms, locker rooms, hallways, the library, the dining hall, the Commons, and during gatherings such as assemblies, morning meetings, etc.

● Electronics, including, but not limited to, phones, cameras, computers, and tablets (including school-issued devices) are not permitted in the dining hall, in restrooms, or in locker rooms at any time for any reason

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

● Our dining hall is a technology-free space during lunch periods. Computers, tablets and other technology (including school-issued devices) are not allowed in the dining hall during lunch.

● Students participating in after-school activities, sports practices or other extracurriculars may unlock their Yondr pouches at dismissal and are then permitted to use their cell phones and other personal electronic devices Early room (lower school), dismissal (lower school), extended day (lower and middle school), and extracurricular activities (lower and middle school) will continue to be cell-phone free spaces. If electronics are in a student's backpack after school hours and the student is using a locker room or restroom, electronic devices should remain in their backpack and should never be used in spaces that require personal privacy

School-Issued Technology:

School-issued computers, iPads, Chromebooks and other electronic devices should only be used for school-related activities These devices are provided as part of the educational process and are not to be used for personal browsing, games, or personal communication Any misuse of school-issued devices will result in disciplinary action

Each student in the upper school and middle school will be issued an individual Yondr pouch. The pouches will be treated the same as other school-issued devices. If the pouch is lost or damaged, the replacement cost will fall to the student and their family Replacement costs for lost or damaged pouches will be $40.

Smartwatches & Other Personal Electronics:

Consistent with the cell phone policy, smartwatches (including Apple Watches), smart glasses (or AI glasses) and any other personal electronic devices are not allowed during the school day We encourage students not to bring these devices to school If they are worn or brought to school, they must be removed and stored in the Yondr pouch during the school day If these items do not fit in the Yondr pouch, they should be turned off and stored in the student’s locker.

Special Considerations:

Medical Usage: The administration will consider individual exceptions to our cell phone policy on a case-by-case basis for medical or other circumstances that require the use of electronics during the school day. In some cases, a velcro Yondr pouch will be issued. A meeting with the family, student and division head will be required prior to approval of any exception.

Consequences for Non-Compliance:

If a student’s cell phone is outside of their Yondr bag and/or a student is found to be using a phone or other personal electronic device during the school day:

● First offense: The device will be placed in the division school office for the remainder of the day. Their parent or guardian will be notified and expected to retrieve the device after school

● Second offense: The device will be placed in the school office for the remainder of the day In order to retrieve the device, a parent or guardian will be required to come to the office to collect the device. The student will need to check their device(s) into the office for five school days If a student fails to deliver their device to the office, the five day period will reset to day zero.

● Third or more offenses: A meeting between the student, their parent or guardian, and division administration will be required to explore the reasons behind this behavior pattern and establish strategies for improvement More serious consequences will be determined by the administration based on the code of conduct

Communication During the School Day:

We recognize that parents/guardians and students may need to communicate during school hours For upper and middle school students, please use their Pembroke Hill email as the first option.

In addition, we will assist you in communicating with your student when needed. Likewise, if a student needs to communicate with you in a timely manner, we have phones located in all classrooms and in the school office for student use.

We ask that parents/guardians partner with us by limiting communication during the school day and being mindful of the frequency and timing of their communication, understanding that students may not respond immediately.

For all divisions, you can communicate with your student during the school day by contacting the following:

● Upper school office | 816 936 1403

● Middle school office | 816 936 1502

● Lower school office | 816 936 1302

● Early childhood school office | 816 936 1372

Urgent Communication Needs:

For urgent situations when a student needs to speak privately with a parent, caregiver, or trusted adult, each division has designated places for students to go At these locations, faculty and staff will allow the students to unlock their Yondr pouches and use their cell phones to contact adults These events should be limited to urgent and private situations

Grading & Academic Reports

Early Childhood

Progress Reports

Progress reports are issued each trimester in the early childhood school In the fall and spring, teachers will share children’s progress reports with parents at their conference A winter goal update will be published on the Parent Portal at the end of the second trimester. Our faculty dedicate significant time and careful thought to these reports Teachers provide feedback on student’s progress toward grade level benchmarks with the indicators of meeting expectations (M), developing skills (D), requires support (R) or not applicable (N/A)

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

Lower School

Progress Reports

Progress reports are issued at the end of each trimester in the lower school Our faculty dedicate significant time and careful thought to these reports. Teachers provide feedback on student’s progress toward grade level benchmarks with the indicators of proficient (P), developing skills (D), requires support (R) or not applicable (N/A)

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

Middle School

Report Cards and Progress Reports

Report cards are available online at the end of each semester. In addition to the end of semester report cards, all students will receive a progress report at mid-semester. Written comments from the teacher are included on the mid-semester progress report to provide feedback on possible areas of improvement as well as commendations At the end of the semester, written comments will be used as a summative report. The grading system in the middle school is A, B, C, D and F. Plus and minus grades may be used with A, B, C and D

Communication will be sent directly from faculty anytime there is a concern with student behavior or academic performance

Academic Probation

A student is considered for academic probation if, at the end of the semester, the student:

● Has failed a course;

● Has a grade point average in the academic courses (English, math, science, history, world language) below C-;

● Inappropriately uses technology tools in academic work or demonstrated academic dishonesty; or

● There is a determination by the probation committee that academic concern warrants probation

Students considered for probation are evaluated by a committee of administration and faculty, which can include a combination of teachers, administration, counselor or other faculty deemed appropriate The committee examines all aspects of the student’s record, both curricular and co-curricular, before recommending that a student be placed on probation. The committee is chaired by the division head and the final decision regarding probation is the responsibility of the division head.

The parents of all students who are considered for academic probation will receive a letter from the division head informing them of the reasons that their student was considered and the decision on the probation. The letter will communicate the concerns of the faculty and make specific suggestions on how to improve.

Contingent on improvement, a student on probation could be reassessed at the end of the probationary term and a determination will be made to extend the probation, end the probation, not issue future student contracts, permanent separation from the school or other actions determined by the administration

Failures and Incomplete

Students who fail a course must retake the course, receive tutoring or make it up in summer school. In the case of summer school or tutoring, the student must retake a final exam and or complete a comparable task assigned by the administration to show completion of the course material. The student will receive a maximum grade of D- for the course

A grade of incomplete will be allowed only in the case of extreme hardship (illness, death in the family) It is the student’s responsibility to talk with teachers and arrange to make up the incomplete work within a reasonable length of time.

Grading Scale

A+ 97-100

A- 90-92

B 83-86

C+ 77-79

C- 70-72

D 63-66

Failing Below 60

Upper School

A 93-96

B+ 87-89

B- 80-82

C 73-76

D+ 67-69

D- 60-62

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 Cor 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 We welcome and encourage parent-teacher communication. Parents can contact their student's individual instructor or advisor 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:

● To determine the school’s valedictorian each spring;

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

● 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, the Hovey Tablet recipient, 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;

● Inappropriately uses technology tools in academic work; or

● Has a significant drop in performance or other academic concerns deemed by the division head to warrant review.

Students considered for academic probation are evaluated by a committee consisting of the assistant division head, upper school counselor, the learning specialist, director of college counseling and department heads. 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, advisor 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.

● 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 committee 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, and should be announced in advance 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.

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.

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

Homework

In lower, middle and upper schools, homework is designed to support student learning, reinforce concepts, and foster personal responsibility

● Academic Integrity & Technology: Students who desire to use assistive or AI-based technologies must check with their teachers prior to use. Any use of these technologies must be disclosed upon submission Work created using AI tools without prior approval or acknowledgment may be considered academic dishonesty; all submitted work should be the student's own

● Balance: We recognize the importance of extracurricular activities, leisure, and family time Students are expected to balance their academic load with personal time, and should avoid overextending themselves to the point of impacting their ability to rest and recharge

● Time Management: Homework serves as a tool for developing executive functioning. Students are expected to utilize built-in school day opportunities such as study halls, free periods, advisory time, and study block following Raider Hour to manage their workload.

● Roles: The student is responsible for tracking assignments and producing quality, accurate work Teachers are responsible for clear communication and purposeful assignments. Families are encouraged to provide a structured environment and limited, supportive involvement

Division-Specific Guidelines

Lower School

● Time Expectations: As a general rule, teachers assign no more than 10 minutes per night multiplied by the student's grade level (eg, 2nd grade = 20 mins; 4th grade = 40 mins).

● Reading: Daily independent or shared reading is strongly encouraged as a routine part of learning.

Middle School

● Time Expectations: On average, students should expect 1 to 2.5 hours of homework per night, with time increasing for accelerated course loads or exam preparation

● Absences: Students should check Schoology for missed work. Makeup tests are typically allotted two days; daily work is allotted one day for every day absent. Long-term project deadlines should be discussed with the teacher.

Upper School

● Time Expectations: Guidelines vary by course level:

○ Standard Courses: Approx. 30 minutes per class meeting.

○ Accelerated/AP Courses: Approx 45 to 60 minutes per class meeting

● Absences: Students receive one day for each day absent to complete missed work. Major assessments and long-term project deadlines must be verified directly with the instructor

When a student is absent for an extended period and faces a significant amount of cumulative catch-up work, they should promptly consult with both their classroom teachers and their academic advisor to establish a structured, manageable schedule to make up the work.

Dress Code & Personal Property

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

Our universal goal across all four divisions is to create an inclusive, accepting, and equitable atmosphere where students feel comfortable, safe, and ready to learn, while leaving primary decisions around daily style to students and their parent(s)/guardian(s).

All-School Dress Code Principles

The following basic principles apply to all students, Early Years-12th grade, at school and at all school-sponsored events:

● Safety First: Clothing and footwear must allow students to safely participate in their daily scheduled school activities (including recess, PE, or lab work).

● Basic Coverage: Clothes must be worn in a way in which private body areas and undergarments are fully covered at all times with opaque fabric. Shirts must have opaque fabric in the front, back, and sides under the arms

● Prohibited Imagery: Clothing may not display violent language or images; hate speech, profanity, or pornography; images/language depicting or promoting drugs, alcohol, tobacco, or any illegal activity; or any content that creates a hostile or intimidating environment

Divisional Dress & Supply Matrix

Because daily activities vary greatly from age 2 to grade 12, please use the matrix below to review specific requirements for your student's division:

Footwear Athletic/tennis shoes required daily. No Crocs, jellies, flip-flops, or sandals allowed (unsafe for play).

Athletic shoes preferred Non-athletic shoes must have rubber soles, flat heels, and closed toes/heels. Athletic shoes required for PE.

Shoes required. Uniform athletic attire/shoes required for PE (available at PHS Bookstore)

Shoes required. Athletic attire permitted.

Category Early Childhood (EC)

Headwear (Hats & Hoods)

Allowed outdoors. Not worn indoors

Lower School (LS)

Allowed outdoors. Not permitted indoors except for religious/medical reasons

Middle School (MS)

Allowed outdoors. Not permitted indoors except for religious/medical reasons

Upper School (US)

Allowed Hats and hoods up are permitted indoors, provided the face/ears are visible and line of sight is not blocked.

Weather Guidelines

Outdoor play daily unless severe weather, ozone alert, or wind chill is below 15°F.

Required Daily Items

Required Classroom Supplies

Refillable spill-proof water bottle (water only)

2 boxes of soft tissues; baby wipes (as requested by the teacher).

Outdoor play daily unless severe weather, ozone alert, or wind chill is below 15°F.

Indoor/outdoor transitions as scheduled; apparel guidelines apply to regular school days

Apparel guidelines apply to regular school days (excluding dances and sporting events).

Refillable spill-proof water bottle (water only) Daily school materials Daily school materials

School supplies are provided by the school.

Division-Specific Logistics & Expectations

Early Childhood (EC) Supplemental Policies

See divisional supply list

See course syllabi

● Dress for Play: EC students interact daily with messy educational materials (paint, clay, markers). While smocks are used, please dress your child in comfortable, inexpensive clothing that can get dirty.

● Required Spare Clothing: All EC students must keep a weather-appropriate extra set of clothing (underwear, pants, shirt, socks) in their cubby. Please label all items with your child's first name and last initial.

● Weather Gear: Please stock your child's cubby with a sun hat, raincoat, and rain boots at the start of the year For colder months, ensure they have a winter hat, mittens/gloves, a snowsuit, and snow boots.

● Rest Time (Past 1 pm): Parents must provide a small sleeping bag labeled with the child's name. The school provides plastic-covered floor mats. Sleeping bags are sent home weekly for laundering

Middle School (MS) & Upper School (US) Enforcement

If a student in the Middle or Upper School is found in violation of the dress code, they will be notified in person or via email and provided two options to remedy the issue for the remainder of the day:

1 Change into alternative clothing they have readily available at school

2. Call a parent/guardian to bring alternative clothing to school.

Upper School Accountability Steps:

The Upper School utilizes an electronic reporting system to track repeated compliance issues.

● First Violation: Warning (if corrected) Uncorrected warnings scale to a second violation.

● Second Violation: Two lunch duties

● Third through Fifth Violation: One detention per violation.

● Sixth or More: Two weeks of mandatory study hall, loss of community meetings, or loss of off-campus privileges.

Lockers, Cubbies, & Personal Property

Students are expected to respect campus spaces and take responsibility for their personal belongings. All personal items (clothing, bags, water bottles) should be clearly marked with the student's name.

Lockers remain the property of Pembroke Hill School. The school reserves the right to search lockers at any time for any reason; there is no assumption of privacy The school cannot guarantee the safety of valuables and assumes no responsibility for lost or missing items. Valuables should be left at home.

● Early Childhood: Every child is assigned a personalized cubby labeled with their name or picture to store coats, backpacks, and weather gear.

● Lower School: Every child is assigned a cubby (K-2) or locker (3-5) to store coats, backpacks, and weather gear.

● Middle School: To maintain safe, clear hallways and classrooms, MS students are not permitted to carry backpacks during the school day (except when entering or exiting the building) All materials must be stored securely inside their assigned school locker, which should remain locked when not in use.

○ Items left unattended on campus will be brought to the office, and the student will receive an after-school reflection to develop a better organization plan

Lost & Found

Each division of the school has designated Lost and Found areas. Unclaimed items are periodically donated to charity

The PHS Bookstore

Located on the Ward Parkway Campus, the PHS Bookstore sells required Middle School PE uniforms, everyday spirit wear, t-shirts, sweatshirts, and polo shirts

Students across all divisions are encouraged to wear PHS spirit gear on designated school Spirit Days

Student Parking, Regulations & Permits *Upper School ONLY

General Student Parking Information

If a student drives to school:

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

● Seniors park in the east lot or the Kroh Campus lot located across State Line Road.

● Freshman, sophomores and juniors may not return to the parking lot or be in their cars unless a note is obtained from the 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 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 & 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

● Senior drivers are required to park in the Kroh lot each morning.

● Senior members of PHS Athletic and Academic teams may park in the BAC lot in the morning if their school-sponsored activity takes them away from campus for the entire school day

● All student vehicles must display the appropriate PHS Parking Permit when parked on the Ward Parkway campus

● Senior students parking in the BAC lot are required to present their senior ID to security when arriving on campus or in case they need to return to their vehicle prior to the end of the school day.

● 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 the dean of students, assistant division head or division head during the school day.

Student Parking Expectations

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.

Field Experiences & Student Transportation

Pembroke Hill School recognizes that extending learning beyond the classroom is a vital component of the educational experience The school has adopted a comprehensive transportation policy to ensure safety and mitigate risk for all students participating in school-sponsored events (eg, field trips, athletic competitions, debate, music, and off-campus programs).

Permission & Authorization

Transportation authorizations are completed by parents/guardians during enrollment or re-enrollment via the Parent Portal. This information must be kept updated throughout the year. No further action is required unless a family’s permission choices change.

Transportation Modes

Pembroke Hill makes efforts to provide transportation for away events using the following guidelines based on the number of individuals (students, faculty, coaches, athletes, trainers, and/or managers) traveling:

● 1–8 individuals: One 12-passenger van driven by a coach/faculty member

● 9–12 individuals: One 15-passenger van driven by a coach/faculty member.

● 13–19 individuals: Two vans driven by coaches/faculty members

● 20+ individuals: Regular-sized or small school bus (when traveling within the KC metropolitan area).

● Self-Drive: When Pembroke Hill does not provide transportation to an event, students and their parents will be informed that they must find their own transportation to/from the event. This can include parents, students or other parents/students driving to the events at the parents' discretion. Depending on the event, applicable permission may need to be on file.

● Charter buses: For groups of 24+ individuals traveling outside the KC metropolitan area (125 miles or greater)

Travel Arrangements

● Events that Require Transportation Away from Campus: Participants are required to use school-provided transportation to away events unless otherwise instructed in advance.

● Returning from events: Participants may ride home from away competitions or events with their own parent/guardian. The parent/guardian must notify the coach or sponsor directly that they will be taking their student

● Riding with others: Students may travel with another student’s parent/guardian only if the student's own parent/guardian has provided written permission (email suffices) to the coach or event sponsor prior to the event. Parents cannot authorize transportation for students other than their own

Early Childhood Transportation

● Safety Seats: For field trips, children must be in the appropriate child safety seat provided by their family

● Transportation: We use school vans or buses equipped with seat belts. Only PHS faculty and staff drive these vehicles

● Volunteers: Parents volunteering for field trips must make separate arrangements for siblings; they may not bring additional children or guests Volunteers must refrain from cell phone use and texting to ensure full focus on the children.

Lower School Transportation

● Transportation: Buses or school vans are used for off-campus learning Walking is utilized for nearby destinations (e.g., Loose Park, Country Club Plaza).

● Volunteers: Only parents or guardians may serve as volunteer helpers For safety reasons, volunteers may not bring siblings or other guests. Volunteers are expected to remain fully engaged and focused on the students throughout the activity.

Student Services

School Counselor

Across all four divisions Early Childhood, Lower, Middle, and Upper School—our school counseling program is dedicated to supporting the social and emotional well-being of every student. Counselors provide comprehensive support through classroom lessons, individual short-term counseling, small group sessions, and ongoing consultation with families, teachers, and administrators.

While our services are short-term and not intended for long-term therapy, counselors are available to provide recommendations and referrals for appropriate outside resources. All counseling interactions adhere to strict professional and ethical standards of confidentiality, except in instances where disclosure is legally required or necessary to prevent serious harm Furthermore, to ensure a seamless transition for students returning after an extended mental health-related absence or inpatient hospitalization, the school

mandates a meeting between the student, their family, and the school counselor prior to the student's return to establish a collaborative care plan

Mental Health Related Absence Support

Following an extended mental health related absence or inpatient hospitalization, it is our practice for the school counselor and a member of divisional leadership to meet with the student and the family prior to the student resuming class attendance. At this meeting, relevant documentation may be requested, a release form may be requested and a student care plan may be put into place.

Interventionists & Learning Specialists

Interventionists (Lower School) and Learning Specialists (Middle and Upper Schools) work with faculty, staff, administration, students, and families to evaluate student records and testing. They make recommendations and develop accommodation plans to assist teachers in providing students with an effective and successful educational program. Additionally, they provide training and support for students and faculty and offer resources for students with learning differences.

Accommodations

The School is committed to ensuring that students with learning differences and disabilities are provided with equal access to the School’s programs and services, in accordance with applicable law. In all instances, the School will make reasonable accommodations to enable a student to participate in the program where doing so does not pose an undue burden to the School or a threat to the safety of its students.

For students requiring additional support or curricular adjustments, the School may require documentation regarding the condition. Once eligibility is determined, appropriate accommodations are established based on individual needs and documentation provided.

Documentation Requirements

● Learning Support: A current psycho-educational assessment (typically completed within the last three years by a qualified professional) is required to validate eligibility for ongoing learning support A school plan (such as an IEP) or a doctor's note for a non-medical diagnosis is not adequate documentation.

● Temporary Disabilities: For temporary disabilities (eg, concussion, physical injury), students must provide a statement on letterhead from a qualified clinician describing the impairing condition, the impact on academic performance, recommended accommodations, and any requirements for return to activity.

The records maintained by interventionists and learning specialists are confidential and shared on a need to know basis.

Speech, Hearing, & Occupational Therapy Screenings

Speech, hearing, and occupational therapy screenings are offered each fall to students in the Early Childhood and Lower School divisions who are recommended for screening by their classroom teachers The school covers the cost of these screenings Speech pathologists and occupational therapists from St. Luke's Children’s SPOT provide services on the Wornall Campus If a student requires speech or occupational therapy, time may be arranged for this during school hours, with payment arranged through St. Luke's Hospital

Learning Labs

The Learning Lab provides targeted academic support for students who need assistance beyond the classroom While the specific structure and focus vary by division to meet developmental needs, the Learning Lab consistently collaborates with teachers and families to individualize instruction and support student success

Lower School

Students who are identified as needing specific academic intervention beyond the classroom attend the Learning Lab in lieu of Spanish class Three interventionists provide targeted intervention in small groups, with student progress monitored in 6-8 week cycles to determine growth and readiness to return to full participation in Spanish class. The team works to observe/assess students, generate profiles to individualize instruction, provide intensive academic support, guide technology use, and facilitate grade-level transitions.

Middle & Upper School

The Learning Lab works in close collaboration with the Student Services Team (SST) to support students facing academic or interpersonal struggles. The Lab provides test proctoring and facilitates approved accommodations for students with documented learning issues. Services are individualized based on professional documentation and may include extended time, quiet testing settings, technology supports, and guidance. The Lab is managed by the Learning Specialist and operates during the school day

Advisory Programs - Middle & Upper School

All middle school students are assigned to advisors and to a 10-to-12 student advisory group made up of sixth, seventh and eighth grade students. Students meet three days a week with advisors and advisory groups

The primary purpose of the advisory groups is to provide mutual support, encouragement and assistance in making progress in all areas of school life. This group is a source of long-term, caring peer relationships with a commitment to each other’s success. We expect students to learn and practice important social and collaborative skills We hope that advisory activities will also provide a degree of monitoring, accountability and constructive peer pressure

Every upper school student has an advisor 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. advisors will meet individually with advisees two to three times per semester, more often as deemed necessary by the advisor or advisee. Advisories meet as a group twice a week.

Parents should consider the advisor as their primary contact at school, calling on the advisor for help with concerns or for information relevant to the areas listed above. The advisor will either take appropriate action or direct parents to the appropriate resource person. Similarly, students should use the advisor as an advocate and source of information

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 advisors for help when they are having problems; parents should also encourage their child to do this. In the Early Childhood and Lower Divisions, the primary liaison for each student is their homeroom teacher In the Middle and Upper Divisions, the advisor serves as the primary 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 interventionists (LS), homeroom teacher, learning specialists (MS and US) and advisor (MS and US) should be contacted to coordinate and to ensure that there is frequent communication between the tutor and the school.

PHS teachers may not accept payment to tutor students who are currently enrolled in their classes or if they have failed a student. Families are asked to respect this policy and refrain from asking teachers to privately tutor their child during the school year.

Solicitation

In order to maintain a productive educational environment, students and parents are not allowed to sell items or promote personal/philanthropic causes on campus. Students and parents need permission from the division head to fundraise or promote an organization

Caregiving & Child-Sitting

PHS teachers may not accept payment to provide caregiving or child-sitting services for students currently enrolled in their classes. Families are asked to respect this policy and refrain from asking their child’s teachers to provide private childcare during the school year.

Health & Wellness

Health & Wellness Team | Pembroke Hill School has a dedicated team of nurses and school counselors to manage health and wellness issues for our students

School Nurse Contact Information

Wornall Campus Nurse

Early Childhood, Lower School, Summer

McKenzie Beattie BSN, RN mckenzie.beattie@pembrokehill.org or nurse@pembrokehillorg

Office: (816) 936-1351

Work Cell: (816) 550-2224

Ward Parkway Campus Nurse

Middle School, Upper School

Shelby Swickard BSN, RN sswickard@pembrokehill.org or nurse@pembrokehillorg

Office: (816) 936-1531

Work Cell: (816) 447-0564

School Counselor Contact Information

Wornall Campus Counselor

Wornall Campus Counselor

Early Years - 1st Grade

Krissy Pratt krissypratt@pembrokehillorg

Office: (816) 936-1306

Middle School Counselor 6th Grade - 8th Grade

Whitney Kauffman whitneykauffman@pembr okehill.org

Office: (816) 936-1526

August Schools

2nd Grade - 5th Grade

Katie Stilwell katiestilwell@pembrokehillorg

Office: (816) 936-1305

Upper School Counselor Class of 2028 & 2029

Kelsey Polk kpolk@pembrokehillorg

Office: (816) 936-1550

Upper School Counselor Class of 2027 & 2030

Sydnee Harris sydneeharris@pembrokehil l.org

Office: (816) 936-1414

Pembroke Hill uses August Schools (an Electronic Health Record) to collect and store your students’ health and medical information for the upcoming school year. August Schools streamlines the collection of students’ health information as well as provides a way for our school nurses to submit treatment notes based on the students’ health office visits

You can access your account by logging into the Parent Portal and clicking the blue “August Schools” button under the “Quick Links” sidebar. This will take you to the August Schools homepage and should automatically log you in.

Once you have logged into your August Schools account, you will see items marked with a “To Do” flag if you need to take action.

Treatment Notes

Throughout the school year, you may receive an email from August Schools with the subject: “New Treatment Note for *Your Student’s Name*.” It will instruct you to click the link and log into your August Schools account to view the note. These treatment notes are written by our nurses as students are seen in the health office. If anything occurs that is not a minor injury, resolved problem, or simple office visit, then the nurse will call the student’s parent/guardian instead of emailing the treatment note.

Immunization Records

The Missouri Department of Health requires that we have a copy of immunization records on or before the first day of school. The school does not provide a specific form for this. Parents/guardians should obtain a copy of their students’ immunization records from their physician to upload to August Schools before the first day of school.

The full immunization record should be uploaded to the “Immunization Form” requirement on the student’s August Schools account. After a full copy of immunizations is received, the record only needs to be updated as the student receives more immunizations.

Physical Evaluation Form

Physical/medical examinations are required at the following intervals:

● Early Childhood - Annually (Early Years, Preschool, Prekindergarten)

● Kindergarten

● 1st Grade

● 3rd Grade

● 5th Grade

● 7th Grade

● 9th Grade

● 11th Grade

● All New Incoming Students

● Middle and Upper School Student-Athletes

○ MSHSAA Pre-Participation Physical Evaluation Form MUST be used.

■ This can be found on August Schools and the MSHSAA website

○ The “MSHSAA Medical Eligibility Form - Step 3” (page 5) is the ONLY page that should be uploaded to the “Medical Eligibility Form” requirement on August Schools.

○ These physicals are valid for two years unless otherwise stated by the physician.

All forms must be uploaded to August Schools by the first day of school, and parents should keep a copy at home The general “Physical Examination Record” form can be found on the Parent Portal and August Schools. It may be used for any grade level and division, with the exception of student athletes. You may also use any document that is preferred by your doctor’s office.

NOTE: If your student is in 7th, 9th, or 11th grade AND a student athlete, then the completed MSHSAA Medical Eligibility form (pages 1-5) will fulfill their grade-level physical requirements. If your new, incoming student is in middle or upper school and knows they will want to participate in a sport, then they should use the “Medical Eligibility Form” as well. These can be uploaded to both the “Medical Eligibility Form” and “Physical Evaluation Form” requirements on August Schools.

Early Childhood | Evidence of Blood Lead Testing Form

Missouri Revised Statute 701.344 requires early childcare and education programs in areas at high-risk for lead poisoning to obtain annual proof of lead testing for all children less than 6 years of age who are enrolled in the facility.

The “Evidence of Blood Lead Testing” form should be completed for all early childhood students. The form can be found on the Parent Portal and August Schools.

NOTE: The “Receipt of Test” portion of the form should be completed at your physician’s office by a healthcare professional. There is also a “Refusal of Test” option at the bottom of the form

Over-the-Counter Medications

If you would like your students to receive over-the-counter medications, such as acetaminophen, ibuprofen, Benadryl, etc from our health offices, then please update the “Over-The-Counter Medication” requirement in August Schools.

These medications are given according to the written instructions on the label, i.e., the child’s age and weight. Medication requests that exceed the recommended dose or guidelines for recommended usage require written permission from a physician.

The parent/guardian may be notified if an OTC medication is administered, or if it is sought by a student but not administered due to nursing judgment. Certain OTC

medications can mask pain or other symptoms and result in a delay of a diagnosis and treatment of an underlying health problem The overuse of these medications may also lead to liver damage, kidney damage, or gastrointestinal complications.

Please do not send OTC medications with students to school as they are provided through the health office, unless it is a prescription dose Prescription-strength OTC medications will be handled with the same protocol as any other prescription medication.

Prescription Medications

Medication administration to students during school hours shall be restricted to necessary medication that cannot be given on an alternative schedule. Parents should always administer the first dose of a new medication Please contact the nurse on your student’s campus to notify them of a new medication that needs to be taken at school and any dosage changes.

Students are not permitted to self-carry medications unless they are emergency/rescue medications (see “Emergency Medications” section below). All medications need to be entered in August Schools by the parent and turned into the nurse’s office at the beginning of the school year. All medication details must be entered in August Schools before the medication will be dispensed at school.

For prescription medication to be administered at school, it must be in a current (not expired) pharmacy container with a label affixed by the pharmacy with the following information:

● Student’s Name

● Medication Name

● Prescribing Physician

● Expiration Date

● Dosage/Route/Schedule of Administration

A parent, guardian, or adult designee must bring the medication and any refills to the nurse’s office. Above conditions must be met for medication to be administered at school.

Any substances not regulated by the FDA will need a physician’s order to be administered at school. By law and school policy, nurses are prohibited from administering homeopathic remedies, nutritional supplements and essential oils.

All medications administered and documented will follow the Six Rights of Medication Administration:

● Right Dose

● Right Time

● Right Route

● Right Student

● Right Medication

● Right Documentation

Controlled Substances

Controlled substances will be kept in appropriate lockboxes/locked cabinets. They will be counted with every dispense, and the current count included in every dose documented Any discrepancies will be immediately reported to the Health Services staff, Division Head, and the affected student’s parents Ingestion will be witnessed with all medications

Emergency Medications

Students requiring emergency medications, such as epinephrine injections (ex EpiPen, Auvi-Q, etc.), rescue inhalers, seizure medications, insulin, etc. must have a corresponding action plan on file and have their necessary medications on them at all times. The action plan forms for allergies, asthma, diabetes, and seizures can be found on the Parent Portal and should be uploaded to their requirement on August Schools.

Early Childhood and Lower School teachers will carry their students’ emergency medications in a red emergency bag that will follow the student throughout their school day. Some Lower School students may be allowed to self-carry their emergency medications upon request of their parent/guardian and with permission from their physician. Middle School and Upper School students should self-carry their emergency medications and keep them on their person at all times

Allergies

If your child has severe food or other allergies, then we must be aware by the first day of school or the first school day following diagnosis. Please have your doctor fill out the “FARE Food Allergy and Anaphylaxis Emergency Care Plan” form so we can safely care for your student This form can be found on the Parent Portal and August Schools It will show up as a requirement on August Schools once you answer “Yes” to the Conditional Question: “Does your child have a severe allergy requiring emergency medication?”

Once you have completed and uploaded this document, it does not need to be re-uploaded unless there are changes. August Schools may prompt you to review and approve the document annually

If your child’s allergy requires an epinephrine injection (ex. EpiPen, Auvi-Q, etc), please provide the school with two injection devices. The epinephrine must be in the original container and labeled by the pharmacy with your student’s information Please see the “Emergency Medications” section above which describes storage of emergency medication

Asthma

If your child has been diagnosed with asthma that requires a rescue inhaler, then please have their physician complete the “My Asthma Action Plan for Home and School” form This form can be found on the Parent Portal and August Schools. If your physician has a school medication letter or other document that they provide schools, then that may be uploaded in place of the action plan. It will show up as a requirement on August Schools once you answer “Yes” for the Conditional Question: “Does your child have asthma requiring an inhaler?”.

Once you have completed and uploaded this document, it does not need to be re-uploaded unless there are any changes August Schools may prompt you to review and approve the document annually.

Early Childhood and Lower School parents should bring their student’s rescue inhaler to the health office in its original container and labeled by the pharmacy with your student’s information and dosage. Please see the “Emergency Medications” section above which describes storage of emergency medication

Special Dietary Needs + Meal Modifications

Our dining services provider accommodates students with religious or medically necessary dietary needs If your child has dietary restrictions for any reason INCLUDING food allergies, then we must be aware by the first day of school or the first day following a prescribed change in their diet. Please have your doctor complete the “Meal Modification” form, so our staff can inform the dining team of your student’s needs. This form can be found on the Parent Portal under each division’s tab and August Schools. It will show up as a requirement on August Schools once you answer “Yes” to the Conditional Question: “Does your child have any dietary restrictions?”.

Once you have completed and uploaded this document, it does not need to be re-uploaded unless there are any changes. August Schools may prompt you to review and approve the document annually.

Please be as thorough with the student’s special diet as possible. For example, if the student is allergic to eggs, but can have food with eggs baked in it, please state that in section 2 of the meal modification form. Failing to provide this information may lead to unnecessary restrictions in the student’s choices at mealtime.

Illness Guidelines

Please do not send your student to school ill. Keep them home until they are fever-free without medications for 24 hours. This reduces sharing germs, giving your child extra time to rest and fight off the illness. If your child was not well the night before or during the night, then they should stay home Your child may unnecessarily expose other children to a communicable disease by coming to school.

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

Children will be sent home at the school nurse’s discretion if they exhibit symptoms including but not limited to:

● A fever of 100.4 degrees or higher

● Vomiting more than once or in combination with another symptom

● Diarrhea

● Unknown rash or bumps

● Mattered, red, or tearing eyes

● Sore throat or trouble swallowing

● Headache and stiff neck

● Severe cough to the point of choking

● Persistent/disruptive cough

● Unusual or tea-colored urine

● Infected or crusty patch of skin

● Severe itching in case of head or body lice

● Gray or white stools

● Behaving cranky or less active as usual

● Cries or is fussy for an unusual amount of time

● Loss of appetite

When the school nurse contacts you that your child is sick, please arrange to pick up your child within 45 minutes This helps the school decrease the spread of germs Children may return when free of the above symptoms for 24 hours. These guidelines are for the well-being and protection of your child and their classmates.

For specific illness exclusion guidelines, our school uses these protocols

Updated COVID-19 Guidance

The CDC has updated its guidance concerning COVID-19, influenza, and other respiratory illnesses The CDC’s updated guidance reflects how the circumstances around COVID-19 in particular have changed. While it remains a threat, today it is far less likely to cause severe illness because of widespread immunity and improved tools to prevent and treat the disease.

COVID-19 or Influenza Positive Individuals

Pembroke Hill faculty, staff, and students can now return to normal activities when symptoms are improving overall, and after being fever-free without the aid of medication for at least 24 hours. The CDC no longer recommends a 5-day isolation period. This applies to both COVID-19 and influenza.

While on campus, faculty, staff, and students must still wear a well-fitting mask for 5 days after returning to normal activities

COVID

or

Influenza

Exposure (Household and Non-Household Contact)

Please monitor your health. If you develop symptoms or a fever, we recommend seeing a medical provider and testing for COVID and Influenza If an individual tests positive, please adhere to the guidance above.

Head Lice Policy

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

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

Head lice are a common issue for school-aged children. Parents should be proactive and complete regular and thorough checks for lice throughout the year, regardless of known exposures. These checks would be especially important following sleepovers, extracurricular activities, vacations, holiday gatherings, summer camps, etc.

Head lice are considered a nuisance, but they do not spread disease. They do not reflect on your family's hygiene or grooming habits lice do not discriminate between clean or

dirty hair. Head lice are mainly transmitted through prolonged head-to-head contact with an individual who has active lice Lice do not jump or fly; they are crawling insects

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

Child Abuse & Neglect Policy

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

Supplemental Student Insurance

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

Additional Expenses

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. Pembroke Hill works to minimize these extra costs by 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 students who 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. These lists should not be considered complete, but this is an example so that families may plan accordingly.

School Supplies

● Early Childhood and Lower School: Basic school supplies are provided as part of the tuition. Additional personal supplies might be required, such as a backpack, napping materials, etc.

● Middle and Upper School: Families are required to purchase the necessary supplies, textbooks, workbooks and other supplies needed for classes. These materials can be purchased in the school Bookstore.

Other Expenses Required for Middle & Upper School

● 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 or Elective Classes (trips have different costs; some courses have costs - many do not)

● Advisory treats Expenses (Optional)

● Annual Fund

● Arts/sports performance videos

● School-sponsored optional trips such as choir, thespian, band, and optional competition teams (debate, Science Olympiad, etc). For competition teams, portions of the trip may be covered by the school Specific cost details will be provided by the event sponsors.

● Drama and musical productions - example: dance shoes

● Parent/Guardian gatherings

● Projects supporting charitable organizations

● School photos

● Student club fundraising (bake sales, candy sales, etc )

● Snacks/food for various events

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

● 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

Bookstore

Middle & Upper School

Students may charge books, school supplies, clothing, book bags, and athletic gear at the Bookstore. Food and drink purchases cannot be charged to school accounts and require cash payment Parents/guardians should establish a clear understanding with their child about this charge privilege.

Included in your tuition bill is a deposit 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 The business office will provide the bill for these charges.

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

Parents/guardians may call the Bookstore at 816-936-1426 or email Bookstore manager Joanna Kubicki at jkubicki@pembrokehillorg to check on their account or request a detailed printout.

Early Childhood & Lower School

Families from any division may shop at the bookstore during open hours To do so, check in at the middle school office prior to visiting the bookstore.

Hours of Operation:

7:30 am to 3:30 pm, Monday through Friday during the school year

Note: Additional hours are offered prior to the start of school These hours are shared in summer parent newsletters each year.