DeForest Area School District Guidelines for organizations wishing to distribute information through schools

At present, the DeForest Area School District offers non-profit organizations the opportunity to provide students and parents information about activities that fit with the District’s mission, vision, beliefs and ends. Information regarding community activities/programs that are for public school-age students will be sent home with students if (1) the information meets the criteria set forth below; (2) the person requesting to send the information home through the schools follows the procedure for the distribution of the material; and (3) the distribution does not interfere with classroom instruction.

Requests for the distribution of non-school-sponsored materials shall be submitted to the Office of School/Community Relations who shall determine if the information should be distributed based upon the following criteria:

1. The program/activity must serve K-12 public school-age children;

2. The program/activity does not violate the law;

3. The program/activity must be considered appropriate as determined by the School/Community Relations Coordinator, Superintendent or Director of Administrative Services;

4. The materials requested to be distributed are not being provided for the purpose of recruiting current DeForest Area School District students to attend a non-DASD school/educational program/activity that occurs during regular school hours during the school year; and

5. Community programs/activities do not include, for example, any activity, product or service that is generally open to the public at large as an income-generating or for-profit business activity and that is generally not specific to public school-age students, including those being offered at special rates or discounts to attract school-age customers/consumers and their families (e.g., restaurants, hotels, entertainment venues, etc.)

6. Organizations are required to include a disclaimer on all printed material, i.e., flyers, brochures, and promotional materials.  One of two versions should be used:

Disclaimer #1 is to be printed on or stapled to any materials that are distributed by organizations, businesses, etc. outside of our school district.

This is not a school-sponsored activity and the DeForest Area School District does not provide support or endorsement of this program/activity. It has neither reviewed nor approved the program, personnel, or activities announced in this brochure/flyer. Permission to distribute this material must not be considered a recommendation or endorsement by the school district.

Disclaimer #2 is to be printed on or stapled to any materials that are distributed by organizations identified as supporting students and families of our district, such as PTA/O's, Friends of the Arts, Park and Rec. Dept. of the Village of DeForest, Project Graduation, and Post-Prom.

This activity is organized and solely sponsored by a recognized parent or community organization in support of the DeForest Area School District and not by the school district itself. It is recognized that the intent of the activity is to ultimately support students and families served by the DeForest Area School District. Permission to distribute this material has been given by the district.

GUIDELINES & PROCEDURES FOR REQUESTS

Information (flyers, brochures, etc.) from non-profit outside organizations is allowed to be distributed to students only after approval from the Office of School/Community Relations. Flyers may be posted in buildings as well, with the same approval. The following procedures should be used:

1. The requesting non-profit organization contacts the Office of School/Community Relations and provides an electronic copy of the informational piece to the Office for approval at:  dbrewster@deforestschools.org.
   If an electronic copy is unavailable, a copy may be mailed or faxed to the Office.
      Fax: 842-6591
      Mail: 520 E. Holum Street, DeForest, WI 53532
2. The appropriate DeForest Area School District disclaimer must be included on each piece.
3. Approvals may be given by the Coordinator of School/Community Relations, Superintendent, or Director of Administrative Services.
4. The administrator giving approval will keep a copy on file and inform the requesting organization of such approval.
5. Electronic distribution: Flyers are emailed to families on the 15th and 30th of the month, with date(s) or deadline(s). A copy will also be continually posted on the Community Flyers for Families web page, and effort will be made to post a print copy in each school building (dependent on availability of space).  Flyers will be accepted up to two months prior to the first date or deadline.
6. Print distribution: If email (electronic copy) is not possible, one copy will be posted at each school building. Requesting organization may make additional copies (10) available at each building for families to pick up. Copies will not be sent or mailed home with each student, unless extenuating circumstances are warranted and approved as described above.
7. District staff are not to distribute material without the completed approval/notification process.
8. Requestors should allow 1-2 days of lead time to meet the 15th or 30th deadline each month.

Contacts: Office of School/Community Relations or Department of Administrative Services