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Albemarle County Public Schools

Flyer Approval

Flyer approval for distribution in Albemarle County Public Schools is guided by School Board Policy KF – Distribution of Materials. Please review the policy for complete requirements. This page highlights the key steps and details most often needed by organizations seeking approval.

While most submissions are flyers, the approval process also applies to other printed materials for distribution or display, such as notices, announcements, brochures, and posters.

A note about electronic distribution: ACPS does not ask schools to email or electronically share community flyers. Printed flyers remain the approved method for reaching families.

Eligibility

Under Policy KF, the following types of organizations are eligible for approval to distribute or display materials in ACPS schools:

  • School-sponsored organizations (e.g., parent groups, booster clubs, employee organizations, and clubs directly sponsored by or affiliated with ACPS)
  • Governmental organizations (Albemarle County or other local, state, or federal agencies)
  • Nonprofit community organizations

Not eligible: Private, for-profit entities.

Flyer Content Requirements

Required Content for All Flyers and Handouts

  • Required disclaimer: Approved materials must include the appropriate disclaimer based on your organization type. Please use the language below exactly as written.
    • School-sponsored and governmental organizations:
      “The materials and the activity described herein are not sponsored or endorsed by Albemarle County Public Schools.”
    • Nonprofit community organizations:
      “These materials and the activity described herein are not sponsored or endorsed by the Albemarle County School Board.”
  • Contact information for your organization (phone/email). Do not list the school’s phone number.
  • If there’s a registration form: Include a mailing address or online link/QR code so families can respond directly to your organization.

Strongly Encouraged Practices

  • If fees are required, consider offering scholarships or reduced fees and note that on the flyer.
  • When possible, provide translated versions in the languages families at the school use.

Submission Process

Email a copy of your flyer or handout to communications@k12albemarle.org. Please attach the flyer as a PDF or image file.

Include:

  • Your organization’s name and type (school-sponsored, governmental, or nonprofit community organization)
  • If your organization is a nonprofit, provide one of the following to help us verify your nonprofit status:
    • IRS 501(c)(3) determination letter
    • 9-digit Employer Identification Number (EIN)
    • A direct link to your IRS Tax Exempt Organization Search listing
    • Other official documentation demonstrating your nonprofit status
  • The school(s) you would like to receive the flyer
  • Your requested distribution timeframe (please note that time-sensitive distribution cannot be guaranteed)

After Approval

  • The Communications Office will notify the school(s) that your materials are approved.
  • Your organization is responsible for printing and delivering the appropriate number of copies to each school.
  • Before printing, review each school’s printing and delivery instructions for the number of copies needed and any school-specific instructions:

School Printing & Delivery Instructions

Browse flyers currently approved for distribution in ACPS:

2026-27 Approved Flyers

How Flyers Are Distributed in Schools

Approved flyers may be shared with students and families in the following ways.

Elementary Schools (PreK–5): Backpack Mail

Most elementary schools use backpack mail to send printed flyers home with students. Organizations must deliver bundled flyers to each school based on the school’s printing and bundling instructions. Schools then distribute bundles directly to classrooms.

Middle Schools and High Schools (Grades 6–12): Office Pickup

Middle and high schools do not use backpack mail. Organizations should deliver a small stack of flyers to each school, where flyers will be made available to students and families in the school office or another location determined by the school.

Posting Flyers Inside Schools

Printed flyers may be posted inside schools at the principal’s discretion. Flyers may be displayed in areas commonly visited by students.

If you are interested in having a flyer posted, please include that request when you submit your materials for approval.

FAQs

Questions?

Email communications@k12albemarle.org.