Administrative Procedures

Administrative Procedure 195

.1 Distribution of Materials in Schools From External Organizations



Wild Rose School Division, as a community partner, supports the distribution of appropriate materials in its schools.  The Division has the right and responsibility to limit this type of access to students, staff and parents based on the Board’s vision, values,  goals, and the criteria of this and administrative procedure. 

WRSD Distribution Form


Administrative Detail:


1.      It is the responsibility of the Superintendent or designate to oversee and monitor the implementation of this administrative procedure


2.      At the Division level, it is the responsibility of the Superintendent or designate to determine the suitability of materials submitted for distribution system-wide, or to specific areas or individual schools in the Division.


3.      At the school level, it is the responsibility of the Principal to determine if the materials are appropriate for distribution in the school, or to refer the request for distribution to the Superintendent for consideration.  (See Appendix A)


4.      The Superintendent or designate reserves the right to decline any request to distribute materials in Wild Rose School Division.


Criteria For Approval Of Materials


1.      Materials approved for distribution will reflect the Board’s Vision and will not contravene any policy or administrative procedure.


2.      Materials will not promote a particular religion or set of beliefs.


3.      Materials will not contain political statements or promote a specific political party, group, person or personal points of view on political or social issues.


4.      Materials will inform or educate, and create awareness of issues, events and community activities of specific interest or benefit to students and families.


5.      Materials will not promote individual or corporate financial gain.


6.      Materials from organizations and groups that are non-profit or community partners will be considered for distribution unless otherwise determined by the Superintendent or designate.


7.      Materials may not be approved if suitable alternative distribution methods are available.  Alternative methods include those that are free of charge or available at minimal cost to non-profit and community-based organizations.




1.      Materials submitted to the Superintendent or designate


         1.1     Individuals, organizations, or groups wishing to have materials distributed in schools will submit copies of such materials to the Superintendent or designate for consideration by using the form in Appendix A.


         1.2     The Superintendent or designate will develop procedures for managing the requests and for assessing materials based on this administrative procedure and criteria which may include:


                  •        timelines and format for submitting requests,


                  •        the form the distribution will take (i.e. student distribution, posting in school)


                  •        the number of copies required and the procedures for preparing materials for distribution,


                  •        distribution method (i.e. Division courier),


                  •        the effect on the human and financial resources of the Division,


                  •        the suitability of the materials for distribution to students (i.e. grade level), families, staff,


                  •        determining the schools where the materials will be distributed,


                  •        approval notification process (i.e. Division stamp), and


                  •        retention of materials for tracking.


         1.3     Principals may request additional copies of materials provided through the Superintendent’s office by contacting the sponsoring individual, organization or group.


         1.4     The decision of the Superintendent is final.


2.      Materials Submitted Directly to Schools


         2.1     Where the request is for system-wide distribution or to schools in a particular area or region of the division, the Principal will refer the request to the Superintendent’s office for consideration.


         2.2     Where the materials are of specific local value and interest to the individual school community, the Principal may accept the material for distribution directly without seeking approval from the Superintendent or designate.


         2.3     Principals will use their discretion and understanding of the local school community, and fully consider the division’s criteria and procedures when considering materials received directly from the community.  Reference “criteria” on pages 1 and 2.


         2.4     The Principal may choose to:


                  •           deny any request,


                  •           distribute the materials directly through students,


                  •           post a copy in an appropriate and accessible place in the school,


                  •           make a public announcement to the school,


                  •           include information in the school’s newsletter or school website,


                  •           refer the materials to the school council for consultation and input, or


                  •           make materials available in the school office.


         2.5     Principals will consider the impact of the distribution of materials on the human and financial resources of the school.


         2.6     Principals will retain the responsibility and accountability for materials approved at the school level, and the right to deny requests to distribute materials provided to the school. These decisions of the principal are appealable to the Superintendent or designate.


         2.7     Principals may request the assistance of the Superintendent or designate when it is unclear if materials are acceptable for distribution, the manner in which they will be distributed, or the frequency or volume of requests for distribution which cannot be resolved at the local school level.


         2.8     Items which cannot be considered as instructional materials or supplies, but which are in some way related to the school and its objectives, may be sold by the school to students and teachers at the principal's discretion. Examples are crested T-shirts not sold as part of physical education equipment, school yearbooks, and individual student or class photographs.


         2.9     No principals may enter into contracts with commercial firms unless approved by the Superintendent.


Canvassing in Schools:


The participation of schools in community-sponsored programs designed to enhance student understanding and appreciation of the role, purposes and activities of charitable organizations is encouraged.


School group participation in the collection of goods and funds is permitted. However, the canvassing for funds from individual students and staff on school premises is prohibited.



1.      Participation in charities includes school participation in charitable, community organizations, as well as locally initiated activities to assist individuals and groups in need.


2.      Principals are encouraged on an optional basis, to provide experiences intended to enhance student understanding and appreciation of the role, purposes and activities of charitable organizations.


3.      Requests by charitable organizations for permission to distribute materials to schools are made to the Communications Department. The names of groups granted permission will be communicated via Superintendent's Memo.


4.      Canvassing is deemed as the act of soliciting a direct donation of a non-defined sum, from an individual for a defined cause; the donor does not receive a good or service other than a token acknowledgment.


         Canvassing of students or staff on school premises by or on behalf of charitable organizations is prohibited.


5.      Principals may elect to conduct group fund-raising activities. For example, a school may elect to have a "Book Fair" and donate the proceeds to the Canadian Cancer Society, a family in need, or for sponsorship of a child in a Third World country.


6.      Principals may elect to participate in approved programs aimed at the collection and distribution of goods for the less fortunate, e.g., Food Bank.


7.      Principals, on an optional basis, may elect to participate in fund-raising activities that are conducted external to the school, e.g., UNICEF Halloween Fund.


8.      Principals wanting clarification regarding the status of a particular fund-raising group are encouraged to contact the Superintendent’s office for assistance.


         Because of the variety of such programs, principals are encouraged to discuss projects that may not be totally consistent with the above guidelines, with their Education Team Member.


Political Communications:


District staff, students and resources shall not be used for distribution of politically motivated communications or campaign materials with the exception of board authorized advocacy communications and as outlined in this policy.


For the purposes of this regulation, a "campaign" means an attempt by an individual or group to create action by students, staff, or others for a political objective.


Wild Rose School Division resources should only be used for administrative and instructional purposes consistent with the board's education mandate under the School Act.


1.      The board of trustees believes that a locally elected school board is integral to public education and therefore, the district, under the direction of the superintendent of schools, shall play an active role in disseminating information to the electorate about school board elections.


2.      The board prohibits campaigning in or through Wild Rose School Division by individual candidates or parties for school board, municipal, provincial or federal elections except that:


         a.      schools may organize all-candidate forums for educational purposes; and


         b.      school space may be rented after school hours by a candidate or party on a commercial use basis.


3.      The Division prohibits the posting or distribution of campaign materials associated with school board, municipal, provincial and federal elections on lands, within buildings, or through communication vehicles owned by the Wild Rose School Division Board except that campaign materials may be:


         a.      posted and distributed in that portion of a school rented for a campaign meeting or being used for an all-candidate forum, however, all political materials must be removed from school premises at the end of any such meeting;


         b.      used as classroom teaching aids on condition that support for an individual candidate or political party is not solicited; and


         c.      posted and distributed regarding school board elections as directed by the superintendent of schools and in accordance with Section 1 above.



Revised:                 March 2012

Reviewed:               March 2012

Next Review by:      March 2016


Legislative References:

Sections 27, 39(1)(b) and 60(2)(b) , 61 School Act

Alberta Education's Guide to Education:  ECS to Grade 12 (see Instructional Delivery and Learning Resources sections)


Board Policy: 

Policy 11 Delegation


Cross Reference

AP 195 Communications Protocol