Administrative Procedure 116: Distribution of Materials from Outside Organizations

Legal References

Education Act: Section 265 (1) (m) Duties of Principal: Access to School or Class; Ontario Regulation 298 - Operation of Schools Section 24 Advertisements and Announcements; Section 25 Canvassing and Fund-Raising

Related References


1. Introduction

Organizations and corporations frequently approach the Board and/or schools for permission to distribute material to families via students or directly to staff. The following
guidelines are intended to assist Board employees and school administrators in making decisions regarding the distribution of materials in schools or to Board employees. They set out direction with respect to the distribution of materials originating outside of the Avon Maitland District School Board (AMDSB).

2. Guiding Principles

2.1 Materials distributed to AMDSB students and/or staff must:

    1. Be aligned to the Education Act of Ontario;
    2. Comply with the Ontario Human Rights Code;
    3. Comply with all Avon Maitland District School Board policies and procedures;
    4. Not promote a particular political, religious or faith-related group or belief.
2.2 Material received by the Board containing political, religious, faith-related or inappropriate information is not approved for distribution via students in AMDSB schools. Questions from outside organizations regarding the distribution of materials should be directed to the Director’s office via the Communications Manager, who will request an electronic copy of the materials from the organization. Following a review of the materials, the Communications Manager will select one of the following options:

2.2.1 Distribution of Materials on Community Events and Activities Webpage

AMDSB works in close partnership with a number of community organizations. In addition, other non-profit or charitable organizations may be granted permission to distribute materials through the Community Events and Activities webpage on the Board website, taking into consideration the following criteria:
        1. Have clear curricular links
        2. Do not include any political, religious, faith-related or inappropriate information
        3. Would be of interest to our diverse school communities, and
        4. Support the system goals and priorities of AMDSB
        5. Be received in PDF format and be AODA compliant (details on Community Events and Activities webpage)
Approved material will be posted on this webpage. Principals may make site-based decisions regarding the distribution of hard copies of approved materials based on school needs.

2.2.2 Distribution of Materials to AMDSB Staff

Distribution of materials to AMDSB employees, including teachers, will be posted to AMDSB Intranet (the Core) in the Communications section (called “Opportunities and Information for Educators”). Materials posted here:
        1. Are of interest to the majority of AMDSB employees;
        2. Advertise professional development opportunities for staff (e.g. workshops, courses);
        3. Advertise program opportunities for teachers (e.g. field trips, 3rd party program options).

2.2.3 Distribution of Materials Through the Board Courier

In a limited number of circumstances materials may be distributed to schools via the Board courier taking into consideration the following criteria:
        1. Have clear curricular links
        2. Do not include any political, religious, faith-related or inappropriate information
        3. Cannot be effectively digitized,
        4. Support the system goals and priorities of AMDSB

2.2.4 Permission for Distribution Declined

In the event that materials do not meet the criteria listed above, permission to distribute will not be granted. The Communications department will send an email to the requesting organization with the decision.

2.2.5 Additional Considerations

AMDSB is annually approached by branches of the Royal Canadian Legion regarding the placement of poppies in our schools. Permission is granted for schools to be involved in this program prior to Remembrance Day. It is understood that officials of the various branches concerned will approach the schools individually in order to make satisfactory arrangements for the distribution of the poppies.
Note: Schools/Principals should not be approached directly to distribute third-party materials. All requests to distribute materials should be referred to the Director’s Office.
 
Revised March 2021