Stillwater School District recognizes the role of non-profit organizations that serve youth. We understand these organizations need to distribute information to students regarding the programs they offer. As a school district, we must align with school board priorities, focusing resources, including staff time, on our main goal of improving student academic achievement. We must also comply with our data practices policy and advertising policy.

In order to balance the interests of non-profit, youth-serving organizations and the school district, the following procedure will be utilized for the 2011-2012 school year. This procedure change is in its second year and was well received in its first year. This change in practice has been developed with input from principals, parents, community members and staff in the Community Education Department. This procedure allows for two different venues for materials distribution to include Open Forums at Back to School Nights and the new "eBackpack."

All requests for materials distribution will be handled via a centralized system in the Community Education Department. Individual schools will not process requests. This procedure will ensure fair and equal access to students at all locations, with a single contact point, the Community Education Department.

Requests will be reviewed on the basis of the School District's data practices and advertising policies. Organizations offering a program in direct conflict with District 834 school athletics or Community Education classes will not have materials approved for distribution. These access opportunities are only available to NON-PROFIT, YOUTH-SERVING organizations located in and holding events within the Stillwater Area Public School boundaries.

Access to Open Forums will be available on Back to School nights only. Open Forums will provide opportunities for face-to-face recruitment and registration of both elementary and secondary students. Organizations may set up a table with pre-approved materials to be distributed. These materials must be approved by the Community Education Department by the submission deadline date noted on the attached chart.

Access to the eBackpack website will be available six times per year, including the summer.  This process will allow for more timely distribution of community information and will save time and labor in completing the process.  All materials must be approved by the Community Education Department by the submission deadline dates noted on the eBackpack application memo.

If an organization wishes to participate in either of these access opportunities, a formal application must be submitted with contact information and originals of all requested distribution materials to the Stillwater Area Schools Community Education office. Applications must be submitted by the published deadline, typically two weeks prior to distribution. Applications will be reviewed within 3 business days and the organization will be notified of approval, denial or required changes. Required changes to flyers must be made and resubmitted to the Community Education office within 2 business days.

Organizations wishing to participate in the Open Forums will be given the number of students in the target group, by school and grade, upon materials approval. Materials for Open Forums will be inspected and verified by school personnel on the day of the forum.

The dates indicated for submission and approval of materials on the attached chart are firm and will not allow for any variation. Late arriving materials or applications for participation will be declined; there will be no exceptions. Questions regarding these procedures should be addressed to the Community Education office at (651) 351-8300.