Mecklenburg Community Digital Backpack

  • Materials from school-related groups and school-sponsored and curriculum-related materials may be distributed in a school according to procedures established by the school principal. Only the following non-school agencies and organizations are permitted to distribute or display non-school materials on CMS property:

      • Local, state and federal government agencies and departments
      • Tax-exempt nonprofit entities offering educational, recreational, cultural or character development activities or programs to school-aged children
      • Commercial or tax-exempt entities that have partnerships with CMS
      • Institutions of higher education

    Policy

    In 2010, the Charlotte-Mecklenburg Board of Education adopted a policy to regulate the distribution and display of flyers in schools. You can view the policy and related requirements on the CMS Board Policies site, search for Policy Code O-DISD.

    I. Submission Process for Approval to Distribute or Display Non-School Materials

    Charlotte-Mecklenburg Schools (“CMS”) follows a digital flyer distribution process through a third-party. This is a “green” initiative that is economically beneficial for schools and district partners. Posting school flyers in the Mecklenburg Community Digital Backpack removes a significant administrative burden from teachers, office staff, and volunteers. In support of the intent of the Board of Education to minimize intrusions upon instructional time, external paper copies of information will no longer be distributed unless it is approved as an exception as described in this regulation.

     

    II. Procedures for Digitally Delivering Materials to Students and Submission Process:

    1. Agencies and community organizations should follow the instructions at the district Flyer Distribution Process webpage located at this link.
    2. Materials/flyers must be clearly labeled by the submitter as follows:
      1. Name, logo and contact information including the web address, email address and phone number of the point of contact of the submitting agency or organization.
      2. Include the following disclaimer:

    “The following materials/statements/programs are not endorsed by CMS nor do they represent the district’s views or policies. This information is not legal advice from the school district.”

    1. To upload a flyer, agencies will first need to register their account as an Enrichment/Community Organization.

     

    4. In addition to uploading the flyer, the following must also be uploaded:

      1. IRS-issued 501(c)(3) determination letter, or proof from the IRS that a letter has been issued.
        1. Please note: documents such as Articles of Incorporation or letters confirming your Employer Identification Number (EIN) or Federal Tax Identification Number will not be accepted as proof of tax-exempt nonprofit status. Presenting these documents may result in the flyer approval being delayed or denied.

    5. The district is automatically notified when flyers are submitted via the website, as required.

     

    Exception to Digital Distribution:

    • Paper copies of information will not be physically distributed to families by CMS staff unless the information is

    1) District-created; OR

    2) Information that cannot be digitally distributed through the outlined process due to the formatting and/or physical material and size of the presentation; AND

    3) Directly aligned with at least one of the Student Outcomes Focused Goals and Guardrails developed and defined by the Charlotte-Mecklenburg Board of Education, or with the Board of Education's mission, vision, core values.

     

    III. Approval and Screening Process of Non-School Materials

    1. Flyers are reviewed to ensure alignment with the Board of Education Policy O-DISD and O-DISD/R requirements and criteria.
    2. Flyers should be directly aligned with at least one of the Student Outcomes Focused Goals and Guardrails developed and defined by the Charlotte-Mecklenburg Board of Education, or with the Board of Education's mission, vision, core values.
    3. Approved flyers will be distributed electronically to the desired school(s). In addition, they will be made available to parents and staff via email and on the website of the selected school(s).
    4. The approval process takes up to 30 business days before being shared with CMS families and staff.
    5. If information is submitted as an exception to digital distribution, please follow the steps below:
      1. Submitters must complete the Digital Distribution Exception Form online.
      2. District staff will review the submitted form and contact the submitter, if necessary, for additional information.
      3. The approval decision will be communicated within 30 business days.
    6. If the Superintendent or his/her designee determines that the display or distribution of informational material from any source undermines the intent of Policy O-DISD, or causes substantial disruption of, or material interference with, school activities, the approval decision may be withdrawn.
    7. Schools are notified of informational materials that have been approved for digital distribution or display via electronic means.

    IV. Verification of the Status or Nature of the Organization

    The submission process listed in Section II.4. requires the organization to upload specific documentation to assist district leadership in verifying the status or nature of the organization requesting the digital distribution of information at CMS schools and departments.

    Failure to submit the required documentation will result in an automatic denial to distribute the information.

     

    V. Time Periods and Frequency of Digital Distribution of Materials

    1. Requests for digital distribution may be submitted for consideration at any time during the school year.
    2. All official partners of CMS with a current MOU on file and local, state and federal government agencies are allowed to keep their approved materials digitally distributed for the duration of that current school year.
    3. If the organization does not fall into one of the categories listed above in V.2., then the approved materials may remain digitally distributed for the duration of the event not to exceed a total of 2 months.
    4. Organizations should ensure that they submit their request to digitally distribute their materials/information well in advance of the event or deadline to allow up to 30 business days for final district approval.

    Submission Process for Electronic Flyers

      • Go to peachjar.com
      • Register as an Enrichment/Community Organization (account type)
      • Upload your flyer, your IRS-issued 501 (c)(3) determination letter, or proof from the IRS that a letter has been issued. Documents such as Articles of Incorporation or letters confirming your Employer Identification Number (EIN) or Federal Tax Identification Number will not be accepted as proof of tax-exempt nonprofit status. Presenting these documents will result in the flyer being delayed.
      • CMS Communications Services is notified when flyers submitted via Peachjar are pending review. Flyers will be reviewed to ensure they meet the Board of Education policy requirements.
      • Approved flyers will be distributed electronically to the desired school(s). In addition, they will be made available to parents and staff via email and on the website of the selected school(s).

    Community organizations/enrichment providers pay a small service fee to use Peachjar. This fee is typically much less than the cost of printing and delivering paper flyers to schools.

    Submit your flyer for approval