School Distribution Requests

The Board permits the distribution of pre-approved materials from non-profit organizations that align with Board priorities and mission, vision and values. This service is offered as a courtesy and any distribution of materials from external organizations will be at the discretion of the Board and school principals. A valid charitable organization registration number or proof of non-profit status is required and must accompany the distribution request.

What to know:

• Policy and procedure #182.0, Distribution of Material from External Organizations, governs the manner in which the board handles requests to distribute material through our schools.

• The Board encourages electronic distribution of non-profit materials and limits the distribution of printed materials.

• Organizations will be required to provide a Portable Document File (PDF) or other electronic version of the materials to communications@yrdsb.ca for review; allowing 15 business days for review of materials.

• Once material is pre-approved, organizations will be required to contact and send their electronic materials to schools directly. The York Region District School Board complies with the Accessibility for Ontarians with Disabilities Act (AODA) and Canada’s Anti-Spam Legislation (CASL). As a result, modifications of your material may be required and electronic distribution may be limited.

• Pre-approved materials, if necessary, may be printed and distributed in limited quantities of 50 copies maximum per school, to be displayed or made available at the school’s discretion.

• Print materials from external organizations will not be distributed directly to students or staff.

• Organizations are responsible for delivering their pre-approved printed materials (50 copies maximum per school) to schools directly.

• Corporate Communications will not approve materials during the winter and summer breaks and materials should be submitted after September 1 and no later than the first week of June.

How to Submit Your Materials for Review:

Organizations should read the policy and procedure #182.0, Distribution of Materials from External Organizations. Organizations seeking to distribute materials must submit the below to communications@yrdsb.ca and obtain pre-approval prior to disseminating materials to schools:

1. A Portable Document File (PDF) or other electronic version of the materials to be distributed for review.

2. Contact information of the organization making the request.

3. A valid charitable organization registration number or proof of non-profit status.

Once reviewed, the organization making the request will receive a pre-approval letter with further instructions if their material fulfills the requirements. Any participation to distribute materials from external organizations will be at the discretion of the school principals in accordance with Board policy. As many schools are certified Ontario EcoSchools and have paperless or waste-reduction goals, it is advisable to check with schools before producing any printed materials.

The following materials will not be approved for distribution:

• information from for-profit organizations;

• materials from organizations that do not provide a valid charitable registration number or proof of non-profit status;

• political signs being posted on Board/school property;

• signs being placed on Board property that are not in accordance with this policy or obstruct traffic, bus loops, parking, construction projects or school events;

• political party flyers, brochures or other political party information to schools or school councils;

• materials considered to be teacher or staff resources with the exception of information from all levels of government and government agencies;

• information on workshops, presenters or guest speakers with the exception of information from all levels of government and government agencies;

• curriculum materials for students or staff with the exception of information from all levels of government and government agencies;

• materials in which logos or messages of political or for-profit organizations appear;

• materials that have used the Board logo without permission or do not align with the Board’s Visual Identity Manual;

• materials from permit holders or service providers unless they meet the criteria;

• materials from external organizations that advertise services similar to those provided by the York Region District School Board;

• religious materials or materials that are religious in nature or could be construed as the promotion of religious beliefs; and

• trustee articles for school newsletters, within six months prior to a municipal election.

For more information, or to make a request, please email: communications@yrdsb.ca.

Please note: the Board does not endorse any pre-approved materials. The York Region District School Board’s name and logo should not be used on any materials or supporting materials. In addition, these materials must not suggest the support of the York Region District School Board or YRDSB staff. Any costs incurred with regard to the materials are not the Board’s responsibility. ​