Code No. 903.5E1

PROCEDURES FOR VIRTUAL BACKPACK: DISTRIBUTION OF MATERIALS BY OUTSIDE AGENCIES

Grinnell- Newburg has implemented a "virtual backpack" program in an effort to not only reduce paper throughout the District, but also to assist the promotion of student involvement, support for student programs in the community and to increase communication to parents and students about community events.  The virtual backpack will be posted on our district website and information will be highlighted through weekly email communication to our parent community and stakeholders. Community organizations interested in posting information via the Virtual Backpack must adhere to the guidelines for posting information, and all documents are to be turned in to the district office for consideration.   The following criteria will apply to materials submitted to the District Office for posting on the Virtual Backpack that will be found on the District’s website:

1. An organization requesting a virtual backpack posting must be promoting student activities and must be applicable for Grinnell-Newburg students.  Flyers or information will be posted on the virtual backpack that will qualify based upon the following criteria: students ability to participate in an activity or event within the community, activities that will benefit or support our student population outside of the regular school day, flyers that promote a sign up for clubs, events, or after school programs that occur outside of the school day and which the organization is based in Grinnell-Newburg community.  (Profit or non-profit as long as the program to be advertised is for current student participation)
2. The request must be made at least 5 business days prior to posting.
3. A copy of the exact materials to be posted, in PDF format, must be presented with the completed Flyer Approval Form.  (see attached)
4. Organizations may turn in flyers to the local school who will then forward the information to the district office for approval.
5. The District has the right as to the date to post or remove information.  Material will not be posted during scheduled school breaks. Information must be provided 5 days prior to posting and during hours of operation.
6. A single organization may not submit more than two items within a three-month period. the superintendent may approve additional items submitted from an organization to meet the needs of the students at various grade levels.
7. The material may not contain any of the following:
   
   1. Any direct solicitation of money or other items of value except for dues for membership or fees for an activity announced in the
   2. materials; unless sponsored by our Parent organization for the purpose of providing information regarding student events for the purpose of fundraising.
   3. Anything that would cause substantial disruption of the orderly operation of the school or its activities;
   4. Personal information about persons other than those seeking distribution;
   5. Material which is defamatory or insulting to any group or individual;
   6. Material which is vulgar or otherwise socially inappropriate;
   7. Material dealing with issues of human sexuality;
   8. Material which is commercial in nature (e.g. business names of sponsors), except as related to approved school fundraising activities or services supportive of school-sponsored activities;
   9. Material that would violate any law or Board policy;
   10. Material that is political in nature (e.g. names and/or titles of elected officials), or in conflict with tax-supported efforts in effect.
   11. Material is limited to two 8.5x11 pages. Materials from outside organizations that are not directly connected to the school must contain the following statement in 12-point font contained within a text box:
       
       1. This Activity is not sponsored by Grinnell-Newburg School District, any of its schools or groups officially associated with the District.
8. The District reserves the right to further limit the number of requests for posting, permit exceptions to the criteria noted above, deny posting rights to individuals or organizations which have demonstrated irresponsibility, and permit limited paper copy distribution to students.
9. Materials are posted for informational purposes only. This does not imply Grinnell-Newburg endorsement of them.
10. Students may return enrollment forms to their home school. It is the organization's responsibility to pick up enrollment forms and communicate with local families.  The school will not be responsible for communicating further information beyond the start of the event or activity.
11. A completed approval request form must accompany Flyer information that will be posted.
12. The Superintendent has the right to approve or deny any Flyer or request.

Five reasons we use a "virtual backpack" program:

• To Be Environmentally Friendly
• To Lighten student backpacks
• Streamline distribution of flyers
• Communicate community opportunities for students
• Make it easier for our parents to find information

About The Virtual Backpack:

Rather than local organizations making copies of their approved flyers, and District personnel coordinating their distribution to the schools, the flyers are posted to this designated place on our website. A small number of paper copies are made available in the District's Administration

Center for those families without Internet access. Periodic e-mail alerts are sent to the District's e-news group letting them know that new flyers have been added to the site.  

For further information, please contact the district office at: 641-236-2700 for further information.   Please note the application form must accompany the Flyer or information that will be posted on the Virtual backpack.

Approved: 9/14/16, Reviewed: 4/24/24, Revised: 7/11/18
Grinnell-Newburg Community School District, Grinnell, Iowa

Code No. 903.5E2

PROCEDURES FOR VIRTUAL BACKPACK: DISTRIBUTION OF MATERIALS BY OUTSIDE AGENCIES

Grinnell-Newburg Virtual Backpack Approval Form

Date:____________________________

Organization:_____________________________________

Contact Name:____________________________________

Organization Address:______________________________

City:_________________ State_____Zip:______________

Organization Phone:_______________________________

Contact e-mail____________________________________

Flyer information:

Flyer Title:_______________________________________

Requested Posting Dates (Limit total of three weeks)

From:____________________ to:_____________________

Grade Level:  ________________________

To Submit Flyer for posting:

1. Ensure that both the flyer and organization are in compliance with all criteria as indicated in the administrative procedures located on our district website
2. Download, print and complete this flyer approval form.
3. E-mail the approval form and an exact copy of the PDF to be posted to: amber.robson@grinnell-k12.org
4. Postings will be added Monday-Friday between 9:00 am-3:00 pm except on school holidays.  Please allow 24 hours after approval for posting. Flyers and approval forms must be submitted five days prior to scheduled request for posting.  

Grinnell-Newburg 1333 Sunset Grinnell, Iowa 50112            Office: 641-236-2700

Approved: 9/14/16, Reviewed: 4/24/24, Revised: 7/11/18

Grinnell-Newburg Community School District, Grinnell, Iowa

Code No. 903.5R1

DISTRIBUTION OF MATERIALS REGULATION

1. Guidelines.

Individuals, including students, may have the right to distribute on school premises, at reasonable times and places, unofficial written material, petitions, buttons, badges or other insignia, except expression which:

1. is obscene to minors;
2. is libelous;
3. contains indecent, vulgar, profane or lewd language;
4. advertises any product or service not permitted to minors by law;
5. constitutes insulting or fighting words, the very expression of which injures or harasses other people (e.g., threats of violence, defamation of character or of a person's race, religion, gender, disability, age or ethnic origin);
6. presents a clear and present likelihood that, either because of its content or the manner of distribution, it will cause a material and substantial disruption of the proper and orderly operation and discipline of the school or school activities, will cause the commission of unlawful acts or the violation of lawful school regulations.

Distribution on school premises of material in categories (1) through (6) to any student is prohibited.  

2. Procedures.

Anyone wishing to distribute unofficial written material must first submit for approval a copy of the material to the building principal at least twenty-four hours in advance of desired distribution time, together with the following information:

1. Name and phone number of the person submitting request and, if a student, the homeroom number;
2. Date(s) and time(s) of day of intended display or distribution;
3. Location where material will be displayed or distributed;
4. The grade(s) of students to whom the display or distribution is intended.

The principal will render a decision in a timely manner whether the material violates any provisions of this regulation.  In the event that permission to distribute or display the material is denied, the person submitting the request should be informed in writing of the reasons for the denial.  Permission does not imply approval of its contents by the school, the administration, the board, or the individual reviewing the material submitted.

If the person is dissatisfied with the decision of the principal, the person may submit a written request for appeal to the superintendent.  If the person does not receive a response within three school days of submitting the appeal, the person will contact the superintendent to verify that the lack of response is not due to an inability to locate the person.  If the person has made this verification and there is no response to the appeal, the material may be distributed in accordance with the time, place and manner provisions in subsection III.

At every level of the process the person submitting the request will have the right to appear and present the reasons, supported by relevant witnesses and material, as to why distribution of the written material is appropriate.

Permission to distribute material does not imply approval of its contents by either, the school district, the board, the administration or the individual reviewing the material submitted.

3. Time, place and manner of distribution.

The distribution of written material is prohibited when it blocks the safe flow of traffic within corridors and entrance ways of the school or otherwise disrupts school activities.  The distribution of unofficial material is limited to a reasonable time, place and manner as follows:

1. The material will be distributed from a table set up for the purpose in a location designated by the principal, which location will not block the safe flow of traffic or block the corridors or entrance ways, but which will give reasonable access to students.
2. The material will be distributed either before and/or after the regular instructional day.
3. No written material may be distributed during and at the place of a normal school activity if it is reasonably likely to cause a material and substantial disruption of that activity.

4. Definitions.

The following definitions apply to the following terms used in this policy:

1. "Obscene to minors" is defined as:
   
   1. The average person, applying contemporary community standards, would find that the written material, taken as a whole, appeals to the prurient interest of minors of the age to whom distribution is requested;
   2. The material depicts or describes, in a manner that is patently offensive to prevailing standards in the adult community concerning how such conduct should be presented to minors of the age to whom distribution is requested, sexual conduct such as intimate sexual acts (normal or perverted), masturbation, excretory functions, and lewd exhibition of the genitals; and
   3. The material, taken as a whole, lacks serious literary, artistic, political or scientific value for minors.
2. "Minor" means any person under the age of eighteen.
3. "Material and substantial disruption" of a normal school activity is defined as follows:
   
   1. Where the normal school activity is an educational program of the district for which student attendance is compulsory, "material and substantial disruption" is defined as any disruption which interferes with or impedes the implementation of that program.
   2. Where the normal school activity is voluntary in nature (including, without limitation, school athletic events, school plays and concerts, and lunch periods), "material and substantial disruption" is defined as student rioting, unlawful seizures of property, widespread shouting or boisterous demonstration, sit-in, stand-in, walk-out, or other related forms of activity.  
   3. In order for expression to be considered disruptive, there must exist specific facts upon which the likelihood of disruption can be forecasted including past experience in the school, current events influencing student activities and behavior, and instances of actual or threatened disruption relating to the written material in question.
4. "School activities" means any activity of students sponsored by the school and includes, by way of example but not limited to, classroom work, library activities, physical education classes, official assemblies and other similar gatherings, school athletic contests, band concerts, school plays and in-school lunch periods.
5. "Unofficial" written material includes all written material except school newspapers, literary magazines, yearbooks, and other publications funded and/or sponsored or authorized by the school.  Examples include leaflets, brochures, flyers, petitions, placards and underground newspapers, whether written by students or others.
6. "Libelous" is a false and unprivileged statement about a specific individual that tends to harm the individual's reputation or to lower him/her in the esteem of the community.
7. "Distribution" means circulation or dissemination of written material by means of handing out free copies, selling or offering copies for sale and accepting donations for copies.  It includes displaying written material in areas of the school which are generally frequented by students.

5. Disciplinary action.

Distribution by any student of unofficial written material prohibited in subsection I or in violation of subsection III may be halted, and students may be subject to discipline including suspension and expulsion.  Any other party violating this policy may be requested to leave the school property immediately and, if necessary, local law enforcement officials will be called.

6. Notice of policy to students.

A copy of this policy will be published in student handbooks and posted conspicuously in school buildings.

Additional language to be included Administrative procedures

Approved: 9/14/16

Reviewed: 7/11/18

Revised: 4/24/24

Grinnell-Newburg Community School District, Grinnell, Iowa