The Constitution of Polar Star Educational Association
Espousing excellence and worthwhile achievement while inspiring greatness in our homes and families.
Espousing excellence and worthwhile achievement while inspiring greatness in our homes and families.
Updated May 2024
Article I – VISION
We the families of Polar Star do establish and ordain this constitution to support us as we obtain a liberal arts leadership education based on the principles in A Thomas Jefferson Education. We join together as a community to inspire our youth and adults through the practice and apprentice scholar phases. We work to instill a sense of allegiance to God, Self, and Country. Polar Star is dedicated to Christ-centered principles and respects each family’s core book. Each person has a unique mission to fulfill and Polar Star helps to develop the necessary Vision, Mission, Skills, Abilities and Knowledge. We believe the family is the center of learning and plays a pivotal role in the success of their youth. Polar Star exists to support parents and provide group learning environments to enhance the educational lives of their youth.
The youth mission statement will be:
I am discovering the best within me.
The great leadership I discover
in scripture, literature, and history
will become as a Polar Star to me and to others.
My attitude, actions, convictions, service and scholarship
will make a tremendous difference
in my life, my family, and my world.
Article II – FAMILY MEMBERSHIP
Membership in Polar Star is a family, not an individual, decision and commitment. Our community brings together families with like culture, common goals, shared values, and common educational philosophies. Membership is not restricted to any one religious affiliation. However, some classes include discussion of religion as history is taught through a worldview that includes Divine Providence, students learn to use their core book to find truths, and prayers are given in Jesus Christ’s name. Mentors are expected to maintain respectful discussions regarding religion and core books, but parents should determine if a mentor is right for their children. As Polar Star grows to a maximum of thirty families, we will encourage the formation of additional schools with their own constitution and leadership. At the discretion of the Executive Board, the number of families may increase according to the capacity and needs of the Polar Star community. This above and beyond number will be in consideration of the number of families with only one or two scholars and no additional siblings that would be joining later, from both current and potential families.
Section 1 – Membership Qualifications
After having been interviewed and accepted by the Executive Board, families become members when a parent and all students each read and sign this constitution and pay the family fee. Membership is open to families with youth between the ages of 12 and 18. Youth need to be 12 by the first day of class in September and no older than turning 18 by the end of the current school year. Exceptions can be made to complete Quest and for very mature 11 year olds who will turn 12 before January first. Mentors of each class should be consulted and agree to any exceptions.
Each family pays a nonrefundable, annual family registration fee. Current families are given first priority for the upcoming school year and the siblings of current students will be accepted first. To reserve space for the upcoming school year, the registration fee must be paid in the spring by the date determined by the Executive Board.
Section 2 – Expectations
This association is not for every student or family. There are high expectations. Some students are not ready to meet these expectations. Polar Star, as an organization, does not have the resources to handle special circumstances. Therefore, it is the responsibility of Polar Star leadership to screen potential members carefully. It is also the responsibility of the parents to be honest about the needs of their student and sensitive to and considerate of the other students and families in the association.
Membership in Polar Star comes with the following responsibilities:
Section 3 – Fees and Expenses
Fees will be assessed by the Executive Board and include the annual family registration fee (specifically set aside to pay LEMI training registration fees and mentor binders), tuition (which includes costs for rent and insurance), and class fees. Families are responsible for acquiring any necessary books, and other class materials. Other fees and expenses might include field trips, certification fees, award fees, production expenses, etc.
Section 4 – Building Supervision and Cleaning
Each member family will be expected to sign up for one or more times each semester to clean the building. Other responsibilities may be added as needed such as supervision at the building during the school day, supervision of youth or children, or ascertaining that all youth have left the building and have rides home.
Section 5 – Dress Standard
Statesmen dress and behave in ways that show high esteem for themselves and others. Their dress and appearance is modest, dignified, and does not call inappropriate attention to themselves. Dressing appropriately is important to learning and keeping the focus where it should be. We will dress according to our biological sex at all Polar Star classes and events.
Clothing for Regular Polar Star School Days
“Business Casual” dress is appropriate for Polar Star regular school days. If you aren’t sure if something is appropriate to wear, please don’t wear it. We honor one another by being respectful in our dress.
A. Slacks, Pants, and Suit Pants:
Section 6 – Conflict Resolution & Discipline Policy
It is the responsibility of the members of Polar Star to know and understand the expectations and standards at Polar Star found in this constitution and the current Parent, Mentor, and Scholar Agreements.
Conflict Resolution
Most conflicts or grievances arise from miscommunication or misunderstanding. Members are encouraged to resolve differences directly with the individual(s) involved. It is the role of parents to teach respect and compassion for others and to model these behaviors. Physically aggressive, destructively critical, or diminishing language or behaviors are not in line with our culture.
In the event that a grievance relating to any student, parent, mentor, or board member of Polar Star is unable to be resolved on an individual basis, these steps will be followed:
When Polar Star expectations and standards have been disregarded, a member of the Executive Board will privately contact the individual and initiate disciplinary action as follows:
The members of Polar Star will be served and represented by an Executive Board and an Advisory Board. The Executive Board will be elected by the members each spring and consists of the President, Vice President, and Parent Representative.
Section 1 – Executive Board
Qualifications:
Section 1.1 – President
Additional Qualifications:
A. Responsibilities:
C. The term for this position is one year, with a two-year consecutive term limit.
Section 1.2 – Vice President
Additional Qualifications:
A. Responsibilities:
Section 1.3 – Parent Representative
A. Responsibilities:
C. The term is one year with a two-year consecutive term limit.
Section 2 – Advisory Board
The following officers serve the Executive Board by providing input based on their area of stewardship and attend Board Meetings as requested by the Executive Board. Their individual or family input should go through the Parent Representative just as the rest of the general membership. All Advisory Board members must have a child in Polar Star and attend weekly class days whenever possible.
Section 2.1 – Principal Mentor
“A school rises to the level of its Principal Mentor,” Oliver DeMille
This position is elected by the Polar Star mentors.
A. Qualifications:
Section 2.2 – Treasurer
The Treasurer will be appointed by the President with the approval of the Executive Board.
A. Responsibilities:
Section 2.3 – Facilities Coordinator
The Facilities Coordinator will be appointed by the President with the approval of the Executive Board.
A. Additional Qualifications:
Section 2.4 – Secretary/Historian
The Secretary/Historian will be appointed by the President with the approval of the Executive Board.
A. Additional Qualifications:
Section 2.5 – Student Representative
The Student Representative is a student, elected by the students as their President.
A. Qualifications:
Section 3 – Advisory Board of Emeritus Presidents
Outgoing Presidents become members of the Advisory Board of Emeritus Presidents at the completion of their service. Emeritus Presidents mentor the Executive Board and can be consulted for their experience and counsel. They hold a place of continued impact and honor within the school.
Section 4 – Patriarch Judicial Committee for Special Circumstances
This is a standing committee of three fathers, elected each spring at the Parent Meeting, and called upon as needed by the Executive Board or individual members.
A. Qualifications:
Section 5 – Unfulfilled duties
In the event that an elected officer cannot fulfill their responsibilities, there will be an election held according to the established election procedures (See Article VIII). In the event that an appointed officer is not fulfilling their responsibilities, the President will find a replacement.
Article IV – MENTORS
Mentors of Polar Star classes/scholar projects form a standing committee with the Principal Mentor as head. Polar Star will not offer full-time classes as this may hinder students from acquiring a liberal arts education. Most scholar projects and classes will meet only once weekly, allowing hours of personal study. As we encourage and enable youth and parents to become self-directed scholars, we will protect and value personal study time.
Mentor Qualifications:
Article V – EDUCATIONAL PLAN
Polar Star provides educational opportunities for youth that are not easily provided at home and will foster leadership ability. Youth need to have mentors to encourage them to explore scholarly pursuits and prepare them for leadership roles in their community. Participating in scholar projects gives youth a sense of vision and mission, and helps them to develop the skills and abilities needed to become scholars and obtain the knowledge that they seek.
Section 1 – Scholar Classes
These classes and other LEMI trained projects that will benefit the families and youth of Polar Star will be offered each year as long as there is a trained mentor to head the class and enough students. Mentors must be trained by Leadership Education Mentoring Institute (LEMI) or be mentored by another parent trained by LEMI.
Key of Liberty — This Practice Scholar project is a two-semester study of the US Founding and Constitution.
Sword of Freedom/Hero Project — This Practice Scholar project is one-semester study of the Civil War era and a one-semester study of World War II. Sword of Freedom continues the study of the foundation and protection of our freedoms and the Hero Project focuses on the heroes of the past and how we can become like them. It is best taken after Key of Liberty.
Shakespeare Conquest — This two-semester Practice Scholar project includes the study of Shakespeare and acting and the spring production of a Shakespearean play.
Pyramid Project — This two-semester Project/Apprentice Scholar project includes the study of scientists and the skill of making connections; designed for students 14 and older.
Quest 1, 2 & 3 — This Apprentice Scholar project is a three – four semester study of leadership and Thomas Jefferson Education; designed for students 14 and older.
Edison Project — This Self-Directed Scholar project helps the students develop their own specific area of interest, create a detailed plan with the mentor, and then pursue it. They learn the skill of how to turn the seemingly unattainable into reachable steps.
Section 2 – Social Dance and Dances
Polar Star intentionally uses social dance to create a more engaged and unified community. The social dance class provides the youth with an opportunity to actively engage with their peers and step outside of their comfort zone. The youth learn to respectfully interact with others and gain confidence in their own ability to respond to new social situations. The social dance class establishes the expectations and traditions used at the Polar Star dance events. Ballroom dances will be the focus of dance instruction and be supplemented with line dances and other social dances.
The purpose of the Polar Star Family Dance is to provide a family event that brings families together and supports the Polar Star Community. Those invited to attend the Family Dance are current Polar Star families. There are to be no youth under 18 with dates at either the Family or Formal dance. Family members over 18 may bring a date. The Family Dance is for entire families. The Formal Dance is for current family members age 12 and over and their parents. Invited friends ages 12 and older and their parents are permitted. The dress standard for the Formal Ball includes no sleeveless, backless, above the knee, low or revealing dresses, and boys in dress shirts and ties with Sunday pants, suits or tuxedos.
Section 3 – Student Council
Offices
The Student Council consists of a President, two Colloquia Vice-Chairs, two Activities Vice-Chairs, two Secretaries and two Historians.
Duties
All officers will set an example for other youth in their kind behavior towards other youth and in taking charge of their own education.
Elections
Officers will be elected in the spring semester. Nominations are due two weeks prior to the vote. The term is one year and a youth may not serve in a position in which they have previously served.
If a youth is unable to fulfill the responsibilities of their office, the candidate from the spring elections with the next highest vote will replace them. If that candidate declines the position, the position will be offered to the next runner up and continue down the ballot in order of highest votes until the position is accepted. If the candidates on the ballot are exhausted, a new nomination period and election will be held.
Section 4 – Colloquium Club
A Youth Colloquium Club will be administered as long as there is a parent willing to mentor the club and attend each colloquium.
Section 4.1- Youth Colloquia Mentor
The Youth Colloquia Mentor is appointed by the President with the approval of the Executive Board.
A. Responsibilities:
Section 5 - Children’s Classes
Children’s classes may be offered. The classes offered are only for children who have a parent mentoring, helping with a scholar or children’s class, or attending family foundations. When a parent is no longer at the building, the child(ren) is/are not allowed to attend the children’s classes. Variances may be given at the discretion of the Executive Board.
Section 6 – Supplemental Classes
Polar Star encourages other classes as needs and interests arise. These classes must follow our objective and mission and be approved by the Executive Board. Classes that build on LEMI scholar projects, such as Classical Acting, should be presented by trained LEMI mentors. If a parent sees a need for their child and would like to have it fulfilled but does not have expertise in that field they may look for a teacher and make a recommendation to the Executive Board. They will provide the Board with an outline or brief description of the class/scholar project. Mentors may be parents, volunteers or paid teachers. These mentors are encouraged to respect the principles of A Thomas Jefferson Education.
Section 7 – Parents as Teachers
Any parent who has a class that they would like to offer must contact the Polar Star Executive Board before the spring Parent Meeting and present them with an outline or brief description of the class/scholar project for consideration. Once approved by the Board, they may present their ideas at the spring Parent Meeting.
Article VI – MEETINGS
Section 1 – General Membership
A minimum of three Parent Meetings and one election meeting will be held each year. At least one parent from each family should be in attendance. If a parent is unable to attend a parent meeting, they are responsible for obtaining any necessary information.
Section 1.1 – Beginning of the Year Parent Meeting
This meeting will be held before the beginning of the school year, typically in August. This will be a type of orientation meeting to provide families with information about current policies and activities. Mentors will provide parents with information about classes/scholar projects. Advisory Board officers will be appointed prior to this meeting and will be introduced. The previous fiscal year financial statement will be published and made available. Parents will complete registration and pay fees.
Section 1.2 – Midyear Parent Meeting
This meeting will be held between semesters, typically in December, to give parents information for the winter/spring semester classes. Registration forms will be filled out and fees paid. Any pressing information will be presented by the Executive Board.
Section 1.3 – End of the Year Parent Meeting
This meeting will be held near the end of the school year, typically in May. A preliminary plan will be presented for classes beginning in the fall. Scholar projects, mentors and scheduling will be discussed. A date for the first day of fall semester classes will be announced. Elections will be held for officers. Financial statements will be presented and preliminary fees for the fall semester will be announced.
Section 1.4- Elections Meeting
This meeting will be held in March to elect a new Executive Board for the upcoming school year. See Article VIII for further details.
Section 2 – Executive Board Meetings
Closed to the general membership and advisory board, unless invited. Held as needed.
Section 3 – Board Meetings
Held quarterly or as needed; open to the general membership. Agenda will be posted one week in advance and minutes posted one week after meeting. Parent participation is encouraged within the guidelines listed in the current policies and procedures. After conferring with appropriate Advisory Board members, the President and/or Executive Board will make final decisions. Decisions can be overturned by a 2/3 majority vote of the general membership.
Section 4 – Referendum Process
The Parent Representative will receive requests for overturning a decision (respecting requests for anonymity), present the request to the membership, allow 2 weeks for discussion, and then administer a secret ballot vote. Requests from a member to overturn a Board decision should not be submitted lightly, but only after careful pondering and if needed to keep the Board in line with our vision (see Article I).
Article VII – COMMITTEES
It is expected that everyone gives the best they can to Polar Star as volunteers serving on various committees. No one can know what another family’s “widow’s mite” is; expectant mothers are excused as much as possible from volunteering. Some or all of the following standing committees will be created.
A. Statesmanship Club Advisor (American Youth Leadership Institute)
D. Mock Trial
E. Student Government Advisor
Article VIII – VOTING & ELECTIONS
Section 1 – The Vote
Listed below are the requirements necessary for a family to vote:
Article IX – AMENDMENTS
The Polar Star Constitution may be amended in one of two ways:
In both of the above stated cases, a second party of one or more people who are very familiar with the Polar Star Constitution should provide a thorough review to check for clarity and consistency, so that the proposed changes will enhance the validity and effectiveness of this document. The proposed amendment should be sent to the second party at least four weeks prior to the upcoming parent meeting.
Votes will take place at any one of the three Parent Meetings (as defined in Article VI) if submitted, reviewed, and sent to members at least two weeks prior to the meeting.
To be eligible to vote for proposed amendments, you must have been a Polar Star member for one school year, with a scholar registering in Polar Star for the coming year, and must be current in financial obligations with Polar Star. One vote per family is counted.
Absentee votes may be sent to the Executive Board by midnight of the day before the Parent Meeting in order for the vote to be counted. A member who does not submit a vote at the Parent Meeting, who is not in attendance at the Parent Meeting where the vote takes place, or who hasn’t submitted an absentee ballot in advance of the meeting forfeits their opportunity to participate in that vote.
Article X – RATIFICATION
Two-thirds of the general membership of the Polar Star Educational Association is sufficient to ratify this Constitution, effective immediately.
An amendment may be ratified with a two-thirds affirmative vote and becomes effective immediately.
November 2011
Signed by the Families of Polar Star Educational Association
May 2019
Amendments passed by two-thirds affirmative vote by eligible and participating members.
May 2022
Thirteen amendments passed by two-thirds affirmative vote by eligible and participating members.
May 2023
Ten amendments passed by two-thirds affirmative vote by eligible and participating members.
May 2024
Seven amendments passed by two-thirds affirmative vote by eligible and participating members.
We the families of Polar Star do establish and ordain this constitution to support us as we obtain a liberal arts leadership education based on the principles in A Thomas Jefferson Education. We join together as a community to inspire our youth and adults through the practice and apprentice scholar phases. We work to instill a sense of allegiance to God, Self, and Country. Polar Star is dedicated to Christ-centered principles and respects each family’s core book. Each person has a unique mission to fulfill and Polar Star helps to develop the necessary Vision, Mission, Skills, Abilities and Knowledge. We believe the family is the center of learning and plays a pivotal role in the success of their youth. Polar Star exists to support parents and provide group learning environments to enhance the educational lives of their youth.
The youth mission statement will be:
I am discovering the best within me.
The great leadership I discover
in scripture, literature, and history
will become as a Polar Star to me and to others.
My attitude, actions, convictions, service and scholarship
will make a tremendous difference
in my life, my family, and my world.
Article II – FAMILY MEMBERSHIP
Membership in Polar Star is a family, not an individual, decision and commitment. Our community brings together families with like culture, common goals, shared values, and common educational philosophies. Membership is not restricted to any one religious affiliation. However, some classes include discussion of religion as history is taught through a worldview that includes Divine Providence, students learn to use their core book to find truths, and prayers are given in Jesus Christ’s name. Mentors are expected to maintain respectful discussions regarding religion and core books, but parents should determine if a mentor is right for their children. As Polar Star grows to a maximum of thirty families, we will encourage the formation of additional schools with their own constitution and leadership. At the discretion of the Executive Board, the number of families may increase according to the capacity and needs of the Polar Star community. This above and beyond number will be in consideration of the number of families with only one or two scholars and no additional siblings that would be joining later, from both current and potential families.
Section 1 – Membership Qualifications
After having been interviewed and accepted by the Executive Board, families become members when a parent and all students each read and sign this constitution and pay the family fee. Membership is open to families with youth between the ages of 12 and 18. Youth need to be 12 by the first day of class in September and no older than turning 18 by the end of the current school year. Exceptions can be made to complete Quest and for very mature 11 year olds who will turn 12 before January first. Mentors of each class should be consulted and agree to any exceptions.
Each family pays a nonrefundable, annual family registration fee. Current families are given first priority for the upcoming school year and the siblings of current students will be accepted first. To reserve space for the upcoming school year, the registration fee must be paid in the spring by the date determined by the Executive Board.
Section 2 – Expectations
This association is not for every student or family. There are high expectations. Some students are not ready to meet these expectations. Polar Star, as an organization, does not have the resources to handle special circumstances. Therefore, it is the responsibility of Polar Star leadership to screen potential members carefully. It is also the responsibility of the parents to be honest about the needs of their student and sensitive to and considerate of the other students and families in the association.
Membership in Polar Star comes with the following responsibilities:
- To provide a vision of our educational and organizational goals, each family should read A Thomas Jefferson Education by Oliver DeMille. They should also attend or watch the philosophy training of the Leadership Education Mentoring Institute (LEMI) regularly.
- Attend the parent meetings at the beginning, midyear and end of each year.
- Frequent communication is essential for Polar Star to run smoothly. Each family is expected to access the Polar Star designated communication platform often. It is your responsibility to access information and respond to requests in a timely manner.
- Each family must have a parent at the building, during at least one class period every week. That parent needs to be mentoring a class, helping with children’s classes, or helping in a scholar class. Variances may be made at the discretion of the Executive Board.
- Members are to look for unmet needs and fulfill them. Each person’s talents are unique and each family has something to give. When we take ownership it adds to the sense of community and makes a richer environment for all.
- As statesmen we, both youth and adults, will honor the Polar Star Dress Standard.
- Family members and students are expected to be cooperative and respectful to mentors and peers. Clean and dignified language and actions are required. We will support the discipline policy as outlined.
- If a youth is unable to conform to these standards, it is the parent’s ultimate responsibility to take necessary action. Repeated problems will be taken to the Executive Board for resolution.
- There are high expectations. Some students are not ready to meet those expectations. Parents will be sensitive to the needs of their student(s) and considerate of the other students in the group.
Section 3 – Fees and Expenses
Fees will be assessed by the Executive Board and include the annual family registration fee (specifically set aside to pay LEMI training registration fees and mentor binders), tuition (which includes costs for rent and insurance), and class fees. Families are responsible for acquiring any necessary books, and other class materials. Other fees and expenses might include field trips, certification fees, award fees, production expenses, etc.
- This association is not for profit. However, fundraising money remains in the account at the end of the year to fund field trips and LEMI training for the future.
- Monies will be allocated to remain in the account.
- Collected fees are not refundable unless deemed necessary by the Treasurer and President.
- Fees are due before the first day of each semester. Each family is responsible to pay their fees to the Treasurer. If payment has not been made, students will not be allowed to participate in Polar Star activities or classes.
Section 4 – Building Supervision and Cleaning
Each member family will be expected to sign up for one or more times each semester to clean the building. Other responsibilities may be added as needed such as supervision at the building during the school day, supervision of youth or children, or ascertaining that all youth have left the building and have rides home.
Section 5 – Dress Standard
Statesmen dress and behave in ways that show high esteem for themselves and others. Their dress and appearance is modest, dignified, and does not call inappropriate attention to themselves. Dressing appropriately is important to learning and keeping the focus where it should be. We will dress according to our biological sex at all Polar Star classes and events.
Clothing for Regular Polar Star School Days
“Business Casual” dress is appropriate for Polar Star regular school days. If you aren’t sure if something is appropriate to wear, please don’t wear it. We honor one another by being respectful in our dress.
A. Slacks, Pants, and Suit Pants:
- Slacks, pants, stretch twill or chino styles for girls or boys, and other makers of cotton, or synthetic material pants, wool pants, dressy capris, and nice looking dress synthetic pants are acceptable.
- They can have any style pockets, stitching, grommets & any cut style leg bottom as long as it’s not frayed.
- Inappropriate slacks or pants in a business casual setting include jeans made of heavy or thick denim. Solid colored pants made of soft denim are appropriate, but cannot be faded or of a stone washed style. Cargo pants, sweatpants, exercise pants, bib overalls, leggings, jeggings, and any spandex or other form-fitting pants such as people wear for lounging or athletic activities are also not appropriate.
- Pants and slacks must be free of holes, rips, distressing and shreds.
- Underwear or boxers must not be visible.
- Dresses and skirts are acceptable. Dress and skirt length can be any length but no shorter than the back crease of the knee when sitting and standing.
- Inappropriate dresses and skirts are those that are short and tight and ride halfway up the thigh.
- Spaghetti-strap dresses are also inappropriate unless layered.
- The slit of a dress or skirt cannot be open above the knee.
- Collared shirts for boys of any style.
- Blouses and dressy shirts are acceptable for girls.
- Most suit jackets, sports jackets, hoodless sweaters and jackets are also acceptable attire.
- Inappropriate attire includes tank tops; tops that show any part of the midriff or cleavage (including when leaning over); shirts with potentially offensive words, terms, pictures, cartoons, or slogans; tops with bare shoulders; sweatshirts, hoodies, and t-shirts unless a plain t-shirt is worn as an under layer.
- Shirts and blouses must not be see-through unless they have a solid layer underneath.
- Bras & straps must not be visible.
- Shoes must be worn. Shoes may be removed during social dance, but put back on for lunch and classes.
- Conservative athletic or walking shoes, loafers, sneakers, boots, flats, wedges, dress heels, and leather deck-type shoes are acceptable.
- Wearing no stockings is acceptable.
- Summer style rubber flip-flops, as well as slippers, are not acceptable.
- Hats are not appropriate. However, hats that are required for special classes are allowed.
- No more than 1 pair of earrings for girls. No earrings for boys.
- Hair must be a natural color.
- On special occasions or during presentations your mentor may ask you to come in semi-formal attire which means dresses or suits for girls & suits or slacks for boys with a tie.
- On the last day of each semester, you are able to come in jeans & a Polar Star t-shirt (this includes those from Polar Star plays). If you do not have a Polar Star t-shirt, you may wear jeans and our regular Polar Star dress standard shirt.
Section 6 – Conflict Resolution & Discipline Policy
It is the responsibility of the members of Polar Star to know and understand the expectations and standards at Polar Star found in this constitution and the current Parent, Mentor, and Scholar Agreements.
Conflict Resolution
Most conflicts or grievances arise from miscommunication or misunderstanding. Members are encouraged to resolve differences directly with the individual(s) involved. It is the role of parents to teach respect and compassion for others and to model these behaviors. Physically aggressive, destructively critical, or diminishing language or behaviors are not in line with our culture.
In the event that a grievance relating to any student, parent, mentor, or board member of Polar Star is unable to be resolved on an individual basis, these steps will be followed:
- The appropriate parties will be notified of the issues and be involved in their resolution.
- An accountability meeting will be held with the students(s), parent(s), mentor(s), and Executive Board. This meeting will serve as the first warning of the Discipline Policy outlined below. In this meeting:
- An account of the incident will be shared from the perspective of all present at the time of the incident, each seeking first to understand and then be understood.
- All relevant evidence will be considered. Each taking full responsibility for personal thoughts, words, actions, and repercussions of behavior including unintended consequences.
- All involved will be encouraged to make the charitable assumption that no offense was intended and the conflict can be resolved.
- All involved will be encouraged to move forward with forgiveness and an agreeable solution.
- In the event that the destructive behavior of a student continues, the Discipline Policy will be followed beginning with the second warning.
When Polar Star expectations and standards have been disregarded, a member of the Executive Board will privately contact the individual and initiate disciplinary action as follows:
- The individual will receive one warning regarding the issue of conflict.
- A second warning will result in a one day suspension from class.
- A third warning will result in suspension from Polar Star that will last until the end of the semester. Prior to beginning the next semester, the family and Executive Board will meet to determine if Polar Star continues to be a good fit for both parties.
The members of Polar Star will be served and represented by an Executive Board and an Advisory Board. The Executive Board will be elected by the members each spring and consists of the President, Vice President, and Parent Representative.
Section 1 – Executive Board
Qualifications:
- Be a member of Polar Star for two years, have a participating youth in the upcoming school year, and attend weekly class days at least 80% of the time.
- Be a LEMI trained mentor
- Have an understanding of and be committed to a Thomas Jefferson Education.
- Be working diligently on their own liberal arts education.
- Be committed to upholding this constitution and our Christ-centered foundation.
Section 1.1 – President
Additional Qualifications:
- Has mentored a youth scholar project
A. Responsibilities:
- Provide vision for Polar Star
- Work with Vice President to administer the needs of the weekly classes
- Is present at the building the entire school day
- Appoint officers to the Advisory Board with the approval of the Executive Board
- Train and work closely with each officer while respecting her stewardship
- Preside over Board Meetings and Parent Meetings
- Network with parents and consult with the Principal Mentor regarding choosing mentors. Final decisions regarding choosing mentors are made by the Executive Board.
- Work with the Principal Mentor to handle concerns or disputes with mentors
- Make final decisions regarding disciplinary actions and deliver decisions to the parent and/or mentor
- Work with Executive Board to create, maintain, and enforce policies and procedures and fees
- Oversee the commonwealth finances with the treasurer
- Work with the Facilities Coordinator to secure a building each year
- Set up additional short term committees as needed such as Student Council Advisor, Statesmanship Club advisor, publicity, public relations, special events, etc.
C. The term for this position is one year, with a two-year consecutive term limit.
Section 1.2 – Vice President
Additional Qualifications:
- Has mentored a youth scholar project
A. Responsibilities:
- Assist the President with such things as: calling and conducting quarterly Board Meetings, preparing agendas, and creating class schedules and event calendar.
- Uphold the dress code, with the help of the President and Parent Representative
- Administrate needs of weekly class meetings
- Is present at the building the entire school day
- Oversee the registration process, by collecting information from the Principal Mentor for fees and information on classes and consulting with the Treasurer. Consults with the Secretary/Historian to make updates to the Polar Star website during registration.
- Maintain Polar Star library
- Maintain the Polar Star inventory sheet
Section 1.3 – Parent Representative
A. Responsibilities:
- Act as liaison between parents and President
- Maintain open communication with parents and bring their concerns or suggestions to the Executive Board
- Consult with President regarding discipline problems
- Organize Parent Scholar Nights and Parent Meetings
- Be a contact person for families interested in joining Polar Star.
- Is present at the building the entire school day
C. The term is one year with a two-year consecutive term limit.
Section 2 – Advisory Board
The following officers serve the Executive Board by providing input based on their area of stewardship and attend Board Meetings as requested by the Executive Board. Their individual or family input should go through the Parent Representative just as the rest of the general membership. All Advisory Board members must have a child in Polar Star and attend weekly class days whenever possible.
Section 2.1 – Principal Mentor
“A school rises to the level of its Principal Mentor,” Oliver DeMille
This position is elected by the Polar Star mentors.
A. Qualifications:
- Have a vision of what Polar Star has offered to families in the past and is committed to seeing it continue and expand.
- Have served a 1-year term as President, Vice President, or Parent Representative.
- Have an understanding of and be committed to a Thomas Jefferson Education
- Be a LEMI trained mentor
- Be working diligently on their own liberal arts education
- Has mentored a scholar class within the last year or will be mentoring a scholar class while serving as the Principal Mentor
- Support and inspire mentors throughout the year
- Hold meetings for the current group of mentors
- Make recommendations to the President for mentors of scholar projects and classes
- Bring concerns of the mentors to the Executive Board
- Receive parents’ concerns about mentors and assist the President in resolving conflicts
Section 2.2 – Treasurer
The Treasurer will be appointed by the President with the approval of the Executive Board.
A. Responsibilities:
- Collect all fees from families
- Maintain bank account with President
- Make monthly payments and reimbursements in a timely manner
- Provide Executive Board with a financial statement each month
- Provide financial statements showing expenses year-to-date and projected expenditures at each parent meeting
- Works with the Vice President in the registration process, provides forms for registration each semester
Section 2.3 – Facilities Coordinator
The Facilities Coordinator will be appointed by the President with the approval of the Executive Board.
A. Additional Qualifications:
- Be diplomatic in dealing with others and in representing Polar Star
- Maintain a good relationship with building owners and reserve rooms for special events
- Research and make recommendations for new facilities when needed
- Coordinate cleaning of building and make sure the building is well-maintained
Section 2.4 – Secretary/Historian
The Secretary/Historian will be appointed by the President with the approval of the Executive Board.
A. Additional Qualifications:
- Be organized and careful in maintaining records
- Maintain a current roster of Polar Star families, current class lists, and file of records.
- Record minutes of meetings and publish them
- Maintains the official Polar Star website. Provide and distribute necessary documents and forms
- Keep an ongoing history of events and meetings
Section 2.5 – Student Representative
The Student Representative is a student, elected by the students as their President.
A. Qualifications:
- At least two years as a member of Polar Star
- Enrolled in a scholar project during their tenure
- Have an understanding of and be committed to a Thomas Jefferson Education
- Have an understanding of the needs of the youth
- Represent the needs of the students to the Executive Board and attend meetings as invited
- Facilitate elections of the Student Council
Section 3 – Advisory Board of Emeritus Presidents
Outgoing Presidents become members of the Advisory Board of Emeritus Presidents at the completion of their service. Emeritus Presidents mentor the Executive Board and can be consulted for their experience and counsel. They hold a place of continued impact and honor within the school.
Section 4 – Patriarch Judicial Committee for Special Circumstances
This is a standing committee of three fathers, elected each spring at the Parent Meeting, and called upon as needed by the Executive Board or individual members.
A. Qualifications:
- When possible be a husband of a past Polar Star President or Vice President.
- Cannot be on or have their wife on the current Executive Board
- Judge what “a reasonable man would do” if there is a dispute or an issue not addressed specifically in the constitution
- A majority vote is binding on all parties concerned
Section 5 – Unfulfilled duties
In the event that an elected officer cannot fulfill their responsibilities, there will be an election held according to the established election procedures (See Article VIII). In the event that an appointed officer is not fulfilling their responsibilities, the President will find a replacement.
Article IV – MENTORS
Mentors of Polar Star classes/scholar projects form a standing committee with the Principal Mentor as head. Polar Star will not offer full-time classes as this may hinder students from acquiring a liberal arts education. Most scholar projects and classes will meet only once weekly, allowing hours of personal study. As we encourage and enable youth and parents to become self-directed scholars, we will protect and value personal study time.
Mentor Qualifications:
- Demonstrate core values and abilities, such as sound judgment, emotional stability, and good moral character
- Have inspirational teaching skills to sustain the student’s love of learning
- Mastery of most of the scholar skills and abilities
- Uphold the vision and expectations of Polar Star
- Inspire and provide an example for the students in behavior, dress, and personal scholarship
- Decide age limits, prerequisites and number of students allowed in the class/scholar project with approval by the Executive Board
- Be organized, prepared, and begin and end class on time
- Work with the students to maintain proper conduct and behavior in the classroom
- Attend meetings of the Mentor Committee as announced by the Principal Mentor
Article V – EDUCATIONAL PLAN
Polar Star provides educational opportunities for youth that are not easily provided at home and will foster leadership ability. Youth need to have mentors to encourage them to explore scholarly pursuits and prepare them for leadership roles in their community. Participating in scholar projects gives youth a sense of vision and mission, and helps them to develop the skills and abilities needed to become scholars and obtain the knowledge that they seek.
Section 1 – Scholar Classes
These classes and other LEMI trained projects that will benefit the families and youth of Polar Star will be offered each year as long as there is a trained mentor to head the class and enough students. Mentors must be trained by Leadership Education Mentoring Institute (LEMI) or be mentored by another parent trained by LEMI.
Key of Liberty — This Practice Scholar project is a two-semester study of the US Founding and Constitution.
Sword of Freedom/Hero Project — This Practice Scholar project is one-semester study of the Civil War era and a one-semester study of World War II. Sword of Freedom continues the study of the foundation and protection of our freedoms and the Hero Project focuses on the heroes of the past and how we can become like them. It is best taken after Key of Liberty.
Shakespeare Conquest — This two-semester Practice Scholar project includes the study of Shakespeare and acting and the spring production of a Shakespearean play.
Pyramid Project — This two-semester Project/Apprentice Scholar project includes the study of scientists and the skill of making connections; designed for students 14 and older.
Quest 1, 2 & 3 — This Apprentice Scholar project is a three – four semester study of leadership and Thomas Jefferson Education; designed for students 14 and older.
Edison Project — This Self-Directed Scholar project helps the students develop their own specific area of interest, create a detailed plan with the mentor, and then pursue it. They learn the skill of how to turn the seemingly unattainable into reachable steps.
Section 2 – Social Dance and Dances
Polar Star intentionally uses social dance to create a more engaged and unified community. The social dance class provides the youth with an opportunity to actively engage with their peers and step outside of their comfort zone. The youth learn to respectfully interact with others and gain confidence in their own ability to respond to new social situations. The social dance class establishes the expectations and traditions used at the Polar Star dance events. Ballroom dances will be the focus of dance instruction and be supplemented with line dances and other social dances.
The purpose of the Polar Star Family Dance is to provide a family event that brings families together and supports the Polar Star Community. Those invited to attend the Family Dance are current Polar Star families. There are to be no youth under 18 with dates at either the Family or Formal dance. Family members over 18 may bring a date. The Family Dance is for entire families. The Formal Dance is for current family members age 12 and over and their parents. Invited friends ages 12 and older and their parents are permitted. The dress standard for the Formal Ball includes no sleeveless, backless, above the knee, low or revealing dresses, and boys in dress shirts and ties with Sunday pants, suits or tuxedos.
Section 3 – Student Council
Offices
The Student Council consists of a President, two Colloquia Vice-Chairs, two Activities Vice-Chairs, two Secretaries and two Historians.
Duties
All officers will set an example for other youth in their kind behavior towards other youth and in taking charge of their own education.
- President will run student elections and the weekly devotional.
- Colloquium Vice-Chairs will announce and promote colloquia, participate in the selection of books, and attend all colloquia.
- Activities Vice-Chairs will help in planning formal and informal dances, parties and other events.
- Secretaries will keep track of birthdays and recognize individuals on their birthday week.
- Historians will take pictures and post them for others to view. If a decision is made to create a yearbook, that will be the responsibility of the Historians.
Elections
Officers will be elected in the spring semester. Nominations are due two weeks prior to the vote. The term is one year and a youth may not serve in a position in which they have previously served.
If a youth is unable to fulfill the responsibilities of their office, the candidate from the spring elections with the next highest vote will replace them. If that candidate declines the position, the position will be offered to the next runner up and continue down the ballot in order of highest votes until the position is accepted. If the candidates on the ballot are exhausted, a new nomination period and election will be held.
Section 4 – Colloquium Club
A Youth Colloquium Club will be administered as long as there is a parent willing to mentor the club and attend each colloquium.
Section 4.1- Youth Colloquia Mentor
The Youth Colloquia Mentor is appointed by the President with the approval of the Executive Board.
A. Responsibilities:
- Work with the youth colloquia Vice-Chairs to select books for the year
- Help plan Colloquia meetings and activities with the Youth Vice-Chairs
- Attend all Youth Colloquia meetings
- Attend Student Council meetings when requested
Section 5 - Children’s Classes
Children’s classes may be offered. The classes offered are only for children who have a parent mentoring, helping with a scholar or children’s class, or attending family foundations. When a parent is no longer at the building, the child(ren) is/are not allowed to attend the children’s classes. Variances may be given at the discretion of the Executive Board.
Section 6 – Supplemental Classes
Polar Star encourages other classes as needs and interests arise. These classes must follow our objective and mission and be approved by the Executive Board. Classes that build on LEMI scholar projects, such as Classical Acting, should be presented by trained LEMI mentors. If a parent sees a need for their child and would like to have it fulfilled but does not have expertise in that field they may look for a teacher and make a recommendation to the Executive Board. They will provide the Board with an outline or brief description of the class/scholar project. Mentors may be parents, volunteers or paid teachers. These mentors are encouraged to respect the principles of A Thomas Jefferson Education.
Section 7 – Parents as Teachers
Any parent who has a class that they would like to offer must contact the Polar Star Executive Board before the spring Parent Meeting and present them with an outline or brief description of the class/scholar project for consideration. Once approved by the Board, they may present their ideas at the spring Parent Meeting.
Article VI – MEETINGS
Section 1 – General Membership
A minimum of three Parent Meetings and one election meeting will be held each year. At least one parent from each family should be in attendance. If a parent is unable to attend a parent meeting, they are responsible for obtaining any necessary information.
- Parent Meetings will be a reasonable length of time (1 - 1½ hrs). They will be orderly but will not follow Roberts Rules.
- Parents will be notified as to the day, time and place of the meetings. The end of year meeting information will also be posted on the chosen communication platform.
- Attendance of at least one parent at a meeting on parent mentoring is strongly suggested.
- Additional meetings can be called if deemed necessary.
Section 1.1 – Beginning of the Year Parent Meeting
This meeting will be held before the beginning of the school year, typically in August. This will be a type of orientation meeting to provide families with information about current policies and activities. Mentors will provide parents with information about classes/scholar projects. Advisory Board officers will be appointed prior to this meeting and will be introduced. The previous fiscal year financial statement will be published and made available. Parents will complete registration and pay fees.
Section 1.2 – Midyear Parent Meeting
This meeting will be held between semesters, typically in December, to give parents information for the winter/spring semester classes. Registration forms will be filled out and fees paid. Any pressing information will be presented by the Executive Board.
Section 1.3 – End of the Year Parent Meeting
This meeting will be held near the end of the school year, typically in May. A preliminary plan will be presented for classes beginning in the fall. Scholar projects, mentors and scheduling will be discussed. A date for the first day of fall semester classes will be announced. Elections will be held for officers. Financial statements will be presented and preliminary fees for the fall semester will be announced.
Section 1.4- Elections Meeting
This meeting will be held in March to elect a new Executive Board for the upcoming school year. See Article VIII for further details.
Section 2 – Executive Board Meetings
Closed to the general membership and advisory board, unless invited. Held as needed.
Section 3 – Board Meetings
Held quarterly or as needed; open to the general membership. Agenda will be posted one week in advance and minutes posted one week after meeting. Parent participation is encouraged within the guidelines listed in the current policies and procedures. After conferring with appropriate Advisory Board members, the President and/or Executive Board will make final decisions. Decisions can be overturned by a 2/3 majority vote of the general membership.
Section 4 – Referendum Process
The Parent Representative will receive requests for overturning a decision (respecting requests for anonymity), present the request to the membership, allow 2 weeks for discussion, and then administer a secret ballot vote. Requests from a member to overturn a Board decision should not be submitted lightly, but only after careful pondering and if needed to keep the Board in line with our vision (see Article I).
Article VII – COMMITTEES
It is expected that everyone gives the best they can to Polar Star as volunteers serving on various committees. No one can know what another family’s “widow’s mite” is; expectant mothers are excused as much as possible from volunteering. Some or all of the following standing committees will be created.
A. Statesmanship Club Advisor (American Youth Leadership Institute)
- Coordinate with AYLI for Focus on the Founders, Constitution Bowl, Parliamentary Procedure
- Family Dance
- Winter Formal
D. Mock Trial
E. Student Government Advisor
Article VIII – VOTING & ELECTIONS
Section 1 – The Vote
Listed below are the requirements necessary for a family to vote:
- Families must be a Polar Star member for one school year with a child registering in Polar Star for the upcoming school year.
- Families must be current in financial obligations.
- Each family will have one vote.
- Secret nominations will be submitted three weeks prior to the election meeting, to be held in March.
- The Secretary will verify acceptance of nomination, one candidate cannot run for more than one position.
- A ballot will be published one week prior to the meeting.
- Under extenuating circumstances a member may cast an absentee ballot. A ballot must be requested at least 24 hours prior to the vote taking place.
- Voting will be done in the following order: President, Vice President, and Parent Representative. Nominations from the floor will be accepted and verified before each vote is taken. Ballots will be cast at the parent meeting and counted by two individuals who are not candidates.
- Absentee votes may be sent to the Executive Board by midnight the day before the Election Meeting in order for the vote to be counted. A member who does not submit a vote at the Election Meeting, who is not in attendance at the Election Meeting where the vote takes place, or who hasn’t submitted an absentee ballot in advance of the meeting forfeits their opportunity to participate in that vote.
- Board positions are elected by a simple majority. If needed, the candidates with the two highest vote counts will participate in a runoff vote until the 50% +1 is achieved.
Article IX – AMENDMENTS
The Polar Star Constitution may be amended in one of two ways:
- The Executive Board members may write a proposal for an amendment, or
- Members may submit a written proposal for an amendment to the Executive Board.
In both of the above stated cases, a second party of one or more people who are very familiar with the Polar Star Constitution should provide a thorough review to check for clarity and consistency, so that the proposed changes will enhance the validity and effectiveness of this document. The proposed amendment should be sent to the second party at least four weeks prior to the upcoming parent meeting.
Votes will take place at any one of the three Parent Meetings (as defined in Article VI) if submitted, reviewed, and sent to members at least two weeks prior to the meeting.
To be eligible to vote for proposed amendments, you must have been a Polar Star member for one school year, with a scholar registering in Polar Star for the coming year, and must be current in financial obligations with Polar Star. One vote per family is counted.
Absentee votes may be sent to the Executive Board by midnight of the day before the Parent Meeting in order for the vote to be counted. A member who does not submit a vote at the Parent Meeting, who is not in attendance at the Parent Meeting where the vote takes place, or who hasn’t submitted an absentee ballot in advance of the meeting forfeits their opportunity to participate in that vote.
Article X – RATIFICATION
Two-thirds of the general membership of the Polar Star Educational Association is sufficient to ratify this Constitution, effective immediately.
An amendment may be ratified with a two-thirds affirmative vote and becomes effective immediately.
November 2011
Signed by the Families of Polar Star Educational Association
May 2019
Amendments passed by two-thirds affirmative vote by eligible and participating members.
May 2022
Thirteen amendments passed by two-thirds affirmative vote by eligible and participating members.
May 2023
Ten amendments passed by two-thirds affirmative vote by eligible and participating members.
May 2024
Seven amendments passed by two-thirds affirmative vote by eligible and participating members.