FAQ UPDATE: How to Distribute Materials to SFUSD

This is an important notice of upcoming changes to the process by which you obtain SFUSD approval to distribute materials to students and families at our school sites as well as updates about our new website feature, regulations and requirements. These changes will be fully implemented by November 1, 2011.

Changes include:

• New language/wording and design requirements that need be present on all physical/printed documents that will be distributed
• A new paperless process to submit your application
• New notification system for approved and rejected applications
• New online community bulletin board on the sfusd.edu website to view approved fliers

As always, all materials distributed to school sites from community organizations must be reviewed and approved by the Office of Public Outreach & Communications.

The following materials MUST be submitted each time for consideration:

• Completed Request to Distribute form/application
• Flier or other materials intended for distribution
• Proof of 501(c)(3) nonprofit status (such as a 501(c)(3) letter or federal tax ID# document)

Materials must meet the following guidelines:

• No corporate promotion
• No for-profit advertising
• No promotion for dances, parties, etc.
• No distribution of educational materials that have not been approved by an SFUSD department
• No posting by organizations that have policies or promote activities that are inconsistent with the mission and/or policies of SFUSD
• No political materials, endorsements, walk-outs, demonstration notices, etc.
• No recruitment of students or staff (e.g. other employers)

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1) What has changed?

You MUST have the following underlined language present on all documents to be distributed through SFUSD, not just a sample stamped copy.*

SFUSD neither endorses nor sponsors the organization or activity described in this document.

This phrase must be clearly visible on each printed side of your document. It may be placed anywhere you see fit, as long as it is clearly visible.

OR when designing your flier and before printing off final copies, provide room for an approval stamp with a minimum 1 inch x 2 inch block of space (white/negative space), somewhere on your document (i.e. in one of the corners).  If your document has no clear defined space for an approval stamp, it will be placed over text or images.

Any distributed materials delivered or dropped off to school sites MUST have either the approval stamp or underlined language present. In either case, an approved stamped version will be posted to the online community bulletin page**.

*The only exception is for government agencies.
** Be sure to print off a copy of this stamped version to show office staff when dropping off materials if your fliers only have the required language present.

• You MUST have your organizations’ contact information present on any materials distributed (phone, email, and/or address).

2) How do I submit a request?

Starting November 1st, 2011, applications for requests to distribute materials will only be accepted through the online request page. No walk-in or faxed applications will be accepted.

To submit your request to distribute your materials, please visit http://www.sfusd.edu/en/news/request-to-distribute.html   

Please note that for each approval request, it is REQUIRED that you submit a copy of proof of your current 501(c)(3) non-profit status as well as a copy of the document/s you would like approved and stamped. PDF format is preferred, but word documents are acceptable. You will receive an approved stamped approved copy in PDF format.

3)    What happens after I submit a request online?

• Once you submit your application online, you will receive an auto-reply email. Keep this for your records.
• Within 3-5 school days, you will be notified via the email address you provided on your application of approval or rejection.
• Once approved, you will be directed to visit the online community bulletin page (http://www.sfusd.edu/en/news/displayfliers.html) to download a copy of your approved, stamped copy.
• From here, you may print as many copies of the approved flier with the approval stamp/underlined language (see #1).

4)    How do I get my flier/information distributed to school sites after I see that it has been approved?

• If you plan to drop off/post fliers at school sites, please be aware that you must bring a print out of your stamped flier/document with you to show office staff, as well as a copy of your submission confirmation email or application form.
• If you wish to have SFUSD distribute your materials to school sites, please download and complete the R2DM form for the Document Publishing and Distribution Center. Additional fees may apply. For more information please contact DPDC directly at: 415-355-6999 or by email: dpdc@sfusd.edu.

5)    Who will be able to see my flier online?

Starting November 1, 2011, all approved fliers can be viewed on the sfusd.edu community bulletin page. There are several benefits to this new way of sharing your information, including ease for principals, teachers and others to link to the information from other communication they share with families electronically and opportunities can be more easily searched by topics and audience.  Fliers will be taken down after 90 days from when they are approved and posted.

Thank you in advance for your understanding. These changes will help ensure that SFUSD can partner with you to continue to provide an important community service to teachers, students and families.

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Frequently Asked Questions:

Note: Approved materials are only valid for 90 days. 

How long does the approval process take?

Approvals may take up to 5 school days to review, depending on the volume of requests. Your request will be reviewed in the order it was received.

Please make sure you submit your request in a timely manner if your event/documents are time sensitive.

Once my materials are approved, what do I do?

After getting your materials approved, you will be notified by email. You may then personally deliver your materials to any school site. Materials can also be distributed to all or specific schools via our Document Publishing and Distribution Center (DPDC), additional fees may apply. 

Distribution forms with the breakdown of costs will be sent with your approval notice or you may obtain a copy by contacting DPDC directly at 415-355-6999 or by email at dpdc@sfusd.edu or to schedule a drop-off date.

Whether dropping off materials at DPDC or delivering them to school sites directly, you must bring a copy of your signed “Request to Distribute Materials” form or confirmation email and a stamped copy of your flier and/or materials to show that you have gone through the approval process.  

We also encourage you to bring a note that lists your intended recipients (students, faculty) and/or any additional instructions.

If I have had materials approved by OPOC before, do I need to go through the process again for future items?

Yes.  All new requests must be approved by the OPOC department, regardless of whether or not an organization’s materials have been approved before. We do not keep a copy of your nonprofit status on file; you must submit proof each time.

What if I am a for-profit company providing a public service?

We can only approve materials for nonprofit organizations.  However, if you are a private sector company helping to sponsor a public service or event in direct partnership with a nonprofit organization, your nonprofit partner can always submit a “Request to Distribute” form on your behalf.  It must be clear from the materials that the event or service is co-sponsored by the nonprofit entity. 

Is there a way to send out digital materials?

Nonprofits can submit fliers for the Weekly Administrative Directive (WAD), an online bulletin emailed weekly to all school sites and district staff and available on the district website. 

If you are a nonprofit organization interested in posting digital fliers in the WAD, please email your PDF attachments to newsline@sfusd.edu.  WAD-only fliers do not require a “Request to Distribute” form, but you must still show proof of nonprofit status. All fliers received by 3pm PST  Wednesday, will be posted to the following WAD that goes out weekly Thursday morning.

For any questions or concerns, comments, etc., please feel free to contact us by phone: 415.241.6036, or email: newsline@sfusd.edu.