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Flyers

Flyers in Schools

Xenia Community Schools recognizes the importance of communicating events, signups, registrations, and information about youth programs and activities to our families. Without promoting a specific group or activity, and in accordance XCS Board policy (po9700), the District has established the following process for distributing flyers as a courtesy to outside organizations.

Who May Submit

  • 501(c)3 Nonprofit organizations
  • City/county offices or other government entities
  • Community clubs and organizations
  • Other community partner organizations (e.g. civic groups)

Any approved flyers from these groups should be for the purpose of informing District students, parents/guardians and staff of cultural, educational or recreational activities sponsored by the organization. If applicable, an organization's nonprofit letter [IRS 501(c)3] may be required.

Timing & Frequency of Submissions
Flyers must be submitted in a timely manner. Flyers for events or with deadlines less than three (3) weeks from the submission date will not be approved.

Organizations may only submit one (1) flyer per grading period. Grading periods are quarters, and can be found on the district's board-approved Academic Calendar.

How are flyers distributed? 
It is important to note that the District does not generally "backpack home" flyers from outside organizations. Instead, approved flyers will be made available to students and families in common areas (i.e. a flyer display in the school office, school hallway, cafeteria, and/or library.) A building Principal may decide to announce the flyer during regular building announcements, but is not required to do so. Flyers will not be distributed electronically through ParentSquare. 

Appropriate Flyer Content

  • The flyer must be educational and/or enriching in nature, supporting the District's mission and/or benefiting the District’s population in a positive manner.
  • Flyers must list the name and phone number of a contact person.
  • Flyers must include the following statement, printed at a legible size: Xenia Community Schools does not sponsor or endorse this event/information, nor does the district assume any liability for it. 

Please note that the District will not allow the distribution of flyers for wholly commercial purposes or purposes unrelated to the District’s educational mission. No flyer may contain anything that disrupts the daily operations of the District or its instructional program.

The Xenia Community Schools Communications Office reserves the right to NOT approve any flyer that is questionable and/or falls into a gray area. Guidelines are subject to change at any time. Approval of flyers does not imply District endorsement of any identified product and/or service. Allow 7-10 business days for flyer approval.

Flyer Distribution Instructions

Submit the Flyer for Approval
Flyer are approved by the Communications Office. Remember that the PDF flyer MUST be submitted through the Google Form via the link on this page at least three (3) weeks prior to the event. Flyers must be neat, complete, and readable. Do not send hard copies. Allow 7-10 business days for approval.


 Submit a Flyer

 

If the flyer is approved, you should then print, bundle, and deliver your materials to Central Office.
Once notified of approval, it is the responsibility of the organization requesting distribution of the flyer to make printed copies of the approved version using the organization’s own resources. The District does not make copies for outside organizations.

If your flyer is approved, the organization should prepare flyers in bundles (generally 25-50 per school) for each building and deliver them to Central Office for distribution. 

Flyers should NEVER be delivered directly to any building. Central Office is located at 819 Colorado Drive, Xenia.

Other Distribution Methods

District Website and/or Social Media
If the flyer is significant to the District as a whole, the flyer may be promoted as a news story on the District website at the sole discretion of the Communications Department.

ParentSquare/Newsletter
ParentSquare, including the weekly email newsletter, is for District-specific content only. Outside organizations will generally not be included.


Questions?
Distribution of promotional flyers in the is at the sole discretion of the Superintendent through the Communications Office. For questions or more information, please contact us at 937-562-9005 or info@xeniaschools.org.