2024-2025 Flyer Distribution Procedure
Greater Albany Public Schools (GAPS) is committed to clear communication and efficient information sharing. We’ve recently updated our flyer distribution procedure to ensure families receive relevant and valuable information.
Flyer Distribution Guidelines
Only established Community Partners are authorized to use District communication channels for flyer distribution. This includes digital channels like ParentSquare, physical flyer drop-offs at schools, and banner postings. Organizations that are not established Community Partners are not eligible to use these channels. If you feel your event qualifies for a one-time exception, please complete the application below.
For more details on becoming an established Community Partner, please refer to our guidelines below.
What is a Community Partner?
A Community Partner is an area business or organization that actively and consistently supports GAPS students, families, and staff (ex: mentoring programs, scholarships, volunteer opportunities, before- and after-school care, etc). These partners collaborate with GAPS to create a positive impact on our students at both the district and school levels. Examples include:
- District-level partners: Organizations providing district-wide programs or services, such as before- and after-school program providers, local health clinics, or youth sports leagues, etc.
- School-level partners: Organizations directly supporting a specific school, such as parent-teacher organizations, local businesses sponsoring school events, or before- and after-school program providers.
Becoming an Approved Community Partner of GAPS
Thank you for your interest in becoming a Community Partner with Greater Albany Public Schools (GAPS)! We value the support of organizations that share our commitment to student success.
Partnership Benefits
Approved Community Partners enjoy several benefits, including:
- Enhanced Communication: Collaborate with the Communications Department or School Office Managers to share flyers and announcements through ParentSquare, reaching a wide audience of GAPS families and staff.
- Increased Visibility: Gain recognition as a valued partner in the GAPS community through various communication channels.
- Collaboration Opportunities: Connect with district staff and school administrators to explore collaborative initiatives and support student learning.
- Access to Resources: Receive information and resources to support your organization’s efforts in serving GAPS students and families.
Criteria for Community Partners
To be considered for Community Partner status, organizations must:
- Operate in the GAPS School Boundaries: GAPS Community Partners must reside or operate with the GAPS School Boundaries.
- Demonstrate An Alignment with GAPS’ Strategic Plan: Please review GAPS’ Strategic Plan. A Community Partner will commit to supporting the academic, social, and emotional well-being of GAPS students, staff, and families.
- Demonstrate a Commitment to Equity and Inclusion: Community Partners will dedicate themselves to serving all students, regardless of background or ability. Since GAPS consists of 30% Spanish-speaking families, all communication will be provided in both English and Spanish.
- Resources and Capacity: The ability to contribute resources (financial, human, material) to support partnership activities.
- Clear Communication: A willingness to collaborate effectively with GAPS staff and communicate information clearly to families in both English and Spanish.
- Annual Review: Community Partners will agree to an annual review to ensure continued alignment with district goals and a positive impact on students.
Application Process
To become an approved Community Partner, please complete the following steps:
- Review the Criteria: Carefully review the criteria for Community Partner status outlined above.
- Complete the Application: Provide information about your organization, goals, activities, and commitment to supporting GAPS students on the application below.
- Submit Supporting Documents: Include any relevant supporting documents, such as your organization’s mission statement, brochures, or annual reports.
- Await Review: Your application will be reviewed by the District Leadership Team.
- Notice: The Communications Director will notify you via email if your application was accepted or denied.
**Applications will take 30-60 days to process**
Communication Opportunities for Approved Community Partners
Approved Community Partners can submit flyers and announcements to be shared with our families and staff through the District’s/School’s weekly ParentSquare newsletter. The Communications Department or School Office Managers will then manage the posting process, ensuring alignment with district communication standards.
Flyer / Information Distribution Approval Process
For Approved Community Partners
To ensure all flyers distributed through GAPS channels are relevant and beneficial, the following guidelines apply:
- Community Partner Status: Only approved Community Partners are eligible to distribute flyers and information through ParentSquare.
- Content: Flyers/Images must be available in BOTH English and Spanish.
- Relevance: Information should primarily support students, staff, or families rather than focusing on financial gain.
- Volume: The district designee may limit the number of flyers distributed per week to avoid overwhelming families. If the volume of flyer requests is high, your flyer may be scheduled for the following week.
- Repetition: Community Partners are allowed to post a flyer only once, with the option of one additional repeat posting to serve as a reminder.
The district designee reserves the right to deny a flyer if it does not meet these criteria.
For Non-Community Partners
Organizations that are not approved Community Partners are not eligible to use the District communication channels. However, if you feel that your event qualifies for a one-time exception, you may fill out the application below.
One-Time Exception applications can take up to 4 weeks to process. Please do not send an application for a flyer distribution for immediate release.