DISTRIBUTION OF MATERIALS AND LITERATURE TO STUDENTS | Administrative Procedures

9701 - DISTRIBUTION OF MATERIALS AND LITERATURE TO STUDENTS

The by-law and policy fully explains the procedures all outside entities must utilize in order to have their literature distributed to students by the school. This administrative procedure specifically addresses reimbursement of the costs associated with the administration of this policy. Specifically, how the school is to be reimbursed for its costs in complying with this policy.

Board Policy 9701 - Distribution of Materials and Literature to Students, Section B number 2 states the following:

"The school shall provide these materials to students with a cover letter on official school letterhead that indicates wording to the following at a minimum: "These materials are advertisements from parent initiated student clubs and non-profit community organizations." "You are not required to read or respond to these advertisements, rather they are being provided as a public service and a matter of law to you as a member of our school community." "None of these materials are sponsored by nor endorsed by the District, its agents, or its employees. The views and the information contained in these materials are not an expression of the opinion, belief, or policy of the Board, the District, and/or this school."

As a result of this section the school will incur copying, handling, and distribution costs associated with the cover letter. The initial policy failed to address how these costs would be resolved. As a result, from the commencement of the 2010-11 school year and each year henceforth, each entity desiring the District to distribute their literature to students in the classroom on their behalf shall pay a $0.05 fee for every student registered to the school where the literature is to be distributed. This fee will be assessed against all parent initiated student clubs and not-for-profit community organizations that desire to have their literature distributed and whose literature is age appropriate and directed to recruit or educate students attending the school as to the outside entities programs or offerings. These organizations are the only organizations eligible to have their literature distributed directly to students or the placement of this literature by staff in the student’s backpack. These entities are required to pay the fee if they desire to have their literature distributed within the first fifteen (15) days from the commencement of the school year and at anytime thereafter during the school year if they wish the school distribute literature the first Friday of any month thereafter during the year.

This fee will not be required of PTO/PTA/Booster Clubs or governmental entities as listed in the policy as long as these agencies choose a day other than the outside entities distribution date as schools are not required to print and distribute a cover letter with literature from PTO/PTA/Booster Clubs or governmental agencies. The normal distribution date for outside entities is within the first fifteen (15) days of the start of the school year or the first Friday of each success month during the year. This fee does not apply to any entity (not-for-profit or for-profit whose literature is age appropriate and is meant to recruit or educate students attending the school as to the outside entities programs or offerings) if the literature is not distributed directly to students and is solely placed in a central location at the school for students to retrieve on their own.

The school will divide the $0.05 fee into two (2) separate funding strings: $0.03 will be deposited into the school’s accounting string for printing/copying and the remaining $0.02 will be deposited into the schools accounting string for their supply budget.