Instructions for Outside Community Organizations

Flyer Distribution Procedures

Henderson County Public Schools cooperates with community groups and organizations that sponsor educational and enriching activities for students by distributing materials electronically via Peachjar to school families. As part of our efforts to be more environmentally friendly, embrace innovative technology, and maintain fiscal responsibility, we have transitioned from paper to electronic flyer delivery. Peachjar charges outside organizations a service fee for this service that is typically much less than the cost to copy and deliver paper flyers to each school. Paper flyers from outside organizations will no longer be distributed.

To request e-flyer approval, follow the steps below. Once approved, your flyer will be emailed to all parents and posted online.

  1. IMPORTANT: Read the HCPS Distribution of Materials & Criteria for Approval in the next section below.
  2. Visit Peachjar’s Website
  3. Register as an Enrichment Provider (account type)
  4. Upload your flyer for approval

Your flyer will automatically be submitted to the HCPS Peachjar site administrator. Staff will review the material and approve or deny based on the HCPS Distribution of Materials & Criteria for Approval.

Frequently Asked Questions:

How much are the service fees?
Do I need to pay the fee?
What if a flyer is denied approval?

Should an outside organization’s flyer be denied, the posting organization will be
notified electronically and a refund will be provided as an account credit after 30
days. This delay enables the district to “undo” the action and subsequently
approve a new flyer without the need for the external organization to repeat the
uploading and checkout process. Peachjar will expedite processing an account
credit upon request.

For additional help using Peachjar, call 877-402-1786 or email info@peachjar.com.

HCPS Distribution of Materials & Criteria for Approval

Materials generated by non-students or non-school groups must first be distributed through the District’s electronic flyer distribution program. Participating schools may distribute or post hard copies of the flyer but only after the flyer has been posted/distributed through the System first. Unless generated by the school, surveys or questionnaires requiring student or parent/guardian response also must be first approved by the Superintendent or designee.

All flyers to be distributed must:
  • Support the basic educational mission of Henderson County Public Schools, directly benefit the students, and/or be of intrinsic value to the students or their parents/guardians
  • Advertise an event or activity for students and/or families
  • Be in PDF format
  • Contain font sizes not less than size 12
  • Contain the name and contact information of the sponsoring entity
  • For non-school groups, the flyer must contain a disclaimer that the information presented on the flyer is not endorsed by the Henderson County Public Schools.
Only the following types of organizations and groups are allowed to distribute materials pursuant to this policy:
  • Agencies and departments within the county, city, state and federal governments
  • Parent teacher associations/organizations and other booster or school-affiliated groups
  • Licensed day care providers operating on a school campus
  • Higher education institutions, if materials relate to educational opportunities for students
  • School/business partnerships or incentive programs that directly enhance or support the school’s educational program
  • Not-for-profit community organizations with youth participation that offer educational, recreational, cultural or character development activities or programs for school-aged children
Materials shall NOT be distributed to students or advertised in school-sponsored publications if they:
  • Are vulgar, indecent, obscene, libelous or slanderous
  • Incite students to commit unlawful acts, violate school rules or disrupt the orderly operation of the schools
  • Promote any particular political interest, candidate, party or ballot measure
  • Discriminate against, attack or denigrate any group or person on account of gender, race, age, color, religion, ancestry, national origin, disability or any other unlawful consideration
  • Promote the use or sale of materials or services that are illegal or inconsistent with school objectives, including but not limited to materials or advertisements for tobacco, electronic cigarettes, intoxicants, and movies or products unsuitable for children
  • Cause or clearly threaten to cause a material or substantial disruption of the school environment or of a school activity
  • Solicit funds or services for an organization, with the exception of solicitations authorized in Board policy
  • Distribute unsolicited merchandise for which an ensuing payment is requested
  • Are not age appropriate for the students in the particular school
  • Are primarily of a commercial nature, including advertisements for the sale of goods or services

Before publication, the Superintendent or designee shall review all advertising copy to assure that it complies with the provisions of Board policy and administrative regulations. All materials should be submitted 5 days in advance of the requested distribution.

The Superintendent or designee also may consider the educational value of the materials or advertisements, the age or maturity of students in the intended audience, and whether the materials or advertisements support the basic educational mission of the district, directly benefit the students or are of intrinsic value to the students or their parents/guardians.

Notwithstanding the above, schools may establish additional criteria pertaining to the content of advertisements in school publications and yearbooks. Such criteria may limit advertisements to those that contain congratulatory or commemorative messages, curriculum-related content, advertisements for products or services of interest to students, noncontroversial content, and/or other content deemed appropriate by the school publication staff and adviser in accordance with law and Board policy.