DBS Procedures, Revised June 2012 This packet includes procedures for: Media contact Social networking Gifts and donations The School Leadership Information Packet (SLIP) Contact with elected officials Flyer review KCPS logo School mascots and logo Web advertising
Media Contact Procedure The (KCPS) has established the following guidelines and procedures for employee/ district representative contact with reporters, columnists, photographers, and other media representatives. Overview The President of the Board of Directors and the Superintendent or his/her designee are the only individuals authorized to make comments to the media on behalf of KCPS. Employees or representatives are strongly advised not to make comments to media sources regarding schools, operations, actions, or initiatives of KCPS without prior approval of the Office of Public Relations and Marketing (PRM). Employees or representatives will be held accountable for any information they disseminate to the media, and may be subject to disciplinary action if that information is inaccurate or injurious to the district. District personnel are advised to not make statements that are injurious to the district. However, this policy does not limit a district employee s right to express personal opinions as a private citizen on matters of public or private concern. All requests made by media to KCPS employees or representatives regarding the district or its schools should immediately be forwarded to the Office of Public Relations and Marketing. The Office of Public Relations and Marketing must approve interviews with employees, and students during the school day. The approval must be obtained prior to the interview. Media conduct with students is not permissible unless the student has a Public Information Release signed by the parent and on file at the school. Media may not be invited to schools without the prior approval of the Office of Public Relations and Marketing. Schools must request this approval no later than 48 hours before the visit. Media sources must have approval from PRM before entering at a KCPS campus. Media that arrives at a KCPS location without the prior approval of the Office of Public Relations and Marketing is not allowed on district property. However, media may be stationed on public property (i.e. sidewalks). Revised: 5/2012
DBS Social Networking Procedures The (KCPS) has established the following guidelines and procedures for the use of social networking websites and systems by employees, departments, and schools. Use of social networks by central administrative departments or personnel Central administrative departments are defined as KCPS business units that are not school based. To support a spirit of unity and cooperation within KCPS, the Office of Public Relations & Marketing will maintain unified district social networking accounts on Twitter, Facebook, YouTube, and any other medium deemed appropriate. All KCPS social networking communications must flow through those portals, unless approved in writing by the Manager of Public Relations & Marketing. Employees are prohibited from establishing social networking accounts on behalf of KCPS without written approval by the Manager of Public Relations & Marketing. Requests to share communications through the KCPS social networks may be submitted via e mail at publicinfo@kcpublicschools.org Use of social networks by schools, and parents or third parties on behalf of schools To support a spirit of unity and cooperation within KCPS, the Office of Public Relations & Marketing will maintain unified district social networking accounts on Twitter, Facebook, YouTube, and any other medium deemed appropriate. Schools and parents or third parties are prohibited from establishing social network accounts on behalf of schools or school related programs. Requests to share communications through the KCPS social networks may be submitted via e mail at publicinfo@kcpublicschools.org. Any social networking accounts established prior to July 2011 must be discontinued immediately. Revised: 5/2012
DBS Donations Procedure The (KCPS) has established the following guidelines and procedures for the handling of all gifts, donations or bequests ( gifts ) to the district or foundations created to support the district. Acceptance of Gifts, Donations and Bequests to KCPS (Generally described as gifts ) Gifts to individual schools must be accepted in writing by the building principal. A letter of gratitude and acknowledgement, composed on KCPS letterhead, must be provided to the donating entity within three business days of receipt of the donation. Photocopies of that letter should be provided to the Superintendent or designee and the Office of Public Relations & Marketing within five business days of receipt of the donation. Monetary donations may only be accepted via check written to the. The reason for the donation should be clearly listed on the check s memo line. General guidelines Gifts, Donations and Bequests to the KCPS (Generally described as gifts ) All gifts accepted by the district will become the property of the district, to be expended or used for the benefit of the district as a whole. Gifts that require ongoing annual service, a maintenance fee, significant personnel time, initial or continuing financial commitments from the district or gifts of real property must be approved by the superintendent or designee prior to acceptance. Criteria for acceptance includes consider whether the contribution will further the goals of the district, whether it will be used, whether it is appropriate for the school environment and whether it will unequally distribute resources in the district. No gift will be accepted without verification that there are no encumbrances against the gift. All gifts accepted will be reported to the Board of Education by the Office of the Superintendent, publicly announced and appropriately acknowledged. The donor will be officially thanked in the district s name. Nothing in this procedure related to donations to the KCPS shall be construed as to authorize or encourage donations to individual staff members for their own personal gain. Revised: 5/2012
DBS School Leadership Information Packet Procedure The (KCPS) has established the following guidelines and procedures for the School Leadership Information Packet (SLIP). The School Leadership information Packet, or SLIP, is designed to condense and streamline various bits of communication designated for principals and other school leaders. In short, principals and school leaders will receive vital information weekly in a single packet, as opposed to several communications from multiple sources. The SLIP be distributed electronically and be contained on the KCPS intranet. Key aspects of the SLIP: The SLIP will be distributed on Tuesdays to principals, the executive cabinet, administrative assistants, and key department heads with direct links to instruction (i.e. food service, facilities, School Based School Linked Services). Information for the SLIP will be due to the Office of Public Relations and Marketing on Friday the week preceding its distribution. The information will be compiled by the PR Department and a draft will be provided to the executive cabinet on Monday. With the Cabinet s approval, the document will be distributed on Mondays (Except for holidays and unavoidable scheduling conflicts). The SLIP will be the sole source of written communications to principals. All information and memos designated for principals will be included. Additional memos may only be distributed to principals with approval from the superintendent. Information received by the PR Department after the submission deadline will be delayed until the next SLIP distribution. Revised: 6/2012
DBS Procedure Contact with Elected Officials The (KCPS) has established the following guidelines and procedures for interaction with elected officials on behalf of the district. Contacts with and visits by elected officials are only permissible within the following guidelines: Individual employees or school campuses may not invite elected officials to KCPS facilities or events without first providing written notification to the Office of the Superintendent and the Office of Public Relations & Marketing (PRM). Such notification must occur 24 hours prior to the extension of the invitation. E mail notifications are sufficient in both cases. If the invitation is accepted, a second notification must be made to PRM prior to the visit. An e mail to the Executive Director of Public Relations is sufficient notification. If an individual employee or school is contacted by an elected official (or representative) requesting to visit a KCPS facility or participate in an event, immediate notification must be made to the Office of the Superintendent and the Office of Public Relations & Marketing (PRM). Notification must occur via phone call. The visit is not approved and not permissible until this direct contact is made, with no exceptions. General guidelines Employees, elected officials, or candidates for office may not distribute campaign literature at KCPS facilities. Literature includes buttons, flyers, t shirts, and other tangible materials. Notification of honors (proclamations, etc.) provided to schools, students, or employees must be made to Public Relations & Marketing PRIOR to the presentation, if applicable. Employees may not use their KCPS email accounts, computers, or district owned resources to support or share information about a political campaign. Employees may not place campaign literature in their classrooms or wear campaign related materials while performing their work duties. Employees should refrain from communicating about political campaigns during work hours. Revised: 3/2012
DBS Flyer and Printed Material Review & Distribution Procedure The (KCPS) has established the following guidelines and procedures for processing requests to distribute information and materials to students and/or staff. Criteria All printed materials promoting events, community organizations, classes, and/or other services or products must receive district approval prior to being posted, displayed or distributed to students or staff. All requests to distribute flyers and/or information to KCPS students and/or staff should be submitted electronically to the Office of Public Relations and Marketing (PRM). PRM reviews flyer and printed material requests from KCPS staff / students and community based, non profit organizations on a weekly basis. Allow up to five days for approval. To be considered for approved distribution or posting, the information in the flyer must offer educational and/or extra curricular learning opportunities for students, staff and/or parents. Requests to distribute information for services and/or products sold by for profit businesses or corporations will be denied. Requests may be denied if a school has to print copies of the flyer or printed information. All flyers and printed materials must be submitted according to the standard flyer review process. Previously approved flyers for repeated events are no longer valid and must be resubmitted. A final version of the materials for consideration must be provided electronically at the time of the request in the following file formats, if possible: PDF, JPEG, MS Word, or MS Publisher. Submissions Submit the final electronic version of the materials along with your request. Printed or faxed copies will not be accepted. Submit electronic versions of the materials, along with a completed materials distribution request form to the Office of Public Relations and Marketing at publicinfo@kcpublicschools.org All approved materials will be distributed through the weekly School Leadership Information Packet (SLIP). Flyers or other printed materials not appearing on the weekly email distribution list (approved) cannot be posted, displayed or distributed. OVER
DBS Flyer and Printed Material Review & Distribution Procedure Guidelines Flyers and other information that companies/organizations wish to distribute must meet the following guidelines: No corporate promotion No for profit advertising No promotion for dances, parties, etc. No posting by companies/organizations that have policies or promote activities that are inconsistent with the mission and/or policies of KCPS. No political materials, endorsements, walk outs, demonstration notices, etc. No recruitment of students or staff Members of a School Advisory Committee (SAC) or the District Advisory Committee (DAC) that desire to distribute a flyer using KCPS resources or access to students must adhere to this procedure. Use of KCPS resources or access is prohibited unless this procedure is followed. Revised: 5/2012
DBS Use of Logo Procedures The (KCPS) has established the following guidelines and procedures for the use of the approved KCPS logo and supplementary graphic representation by employees, departments, and schools. Use of KCPS logo by central administrative departments or personnel Central administrative departments are defined as KCPS business units that are not school based. To support a spirit of unity and cooperation within KCPS, the Office of the Superintendent has designated that a single logo will be used to represent KCPS and its administrative departments. (Please see attachment No. 1). The use of any mark or logo outside of the approved logo is prohibited. The approved logo may not be distorted, altered, or used externally (in the public domain or outside of internal use) without approval from the Office of Public Relations & Marketing. Department or division logos must conform to the standards set in the KCPS Graphic Standards Manual. The approved logo may be used on KCPS internal communications. The approved logo must be used in accordance with the KCPS Graphic Standards Manual. Approval for use of the approved logo must be requested and provided in writing. Requests or approvals made via email are sufficient to meet this standard. Revised: 6/2012
DBS Mascot and school logo procedure The (KCPS) has established the following guidelines and procedures for school mascots and school logos. Selecting a school mascot can be a fun and exciting way to generate school spirit and bring about a sense of unity among students, staff, parents and the school building administration. Through this process students learn about research, team building, the democratic voting process and much more. Students will feel more connected to the process if they are included from the beginning. Even if their mascot is not selected, they will feel like they had a voice. Selection Process: A student committee of no more than 6 8 students should be selected to participate in the school selection process of a mascot and colors. You can ask for volunteers or hand pick the students. The principal and a faculty member should serve as advisors to work with a group of students in selecting a school mascot and colors. Students selected to serve on the committee will be responsible for conducting a selection process and recommending a mascot and colors to their school faculty, staff and students. The student group is responsible for surveying, polling, or soliciting nominations for the school mascot and colors. The student group will set a timeline for the process and encourage participation from classrooms, student organizations and individual students. Some may choose to submit ideas only on school colors, others may submit ideas on school mascots, and others may choose to submit both. The student group must choose a process for obtaining final preferences from students and staff. Each student gets one vote on their choice of school colors and mascot. The top three colors/mascots voted on by the students will be recommended by the student group to the school administration. The school administration makes the final decision. Once the decision has been made by the school administration, the information is sent to the Office of Public Relations & Marketing for final approval. Logos may not be deployed without written approval. Official school mascots should not be clip art or artwork borrowed from other websites or schools. (Continued)
DBS Mascot and school logo procedure Two graphic designers have been selected by the Office of Public Relations & Marketing that will assist in drawing the new school mascots. The cost of the work will be absorbed by the school. Details about the scope of work and costs can be obtained by calling or emailing the Senior Web/Graphics Specialist for KCPS. Creating a proper logo is a process, that s why it is important to use the skills of a professional. It s more than knowing how to use Photoshop or other computer programs. KCPS also wants to make sure the mascot is original work and is unique. It cannot be a duplication of a professional, corporate, national or local mascot. KCPS must avoid the chances of violating any copyrighted mascots that currently exist in the domain. How to select a mascot: The school mascot is defined as the symbol, character, name, or logo which represents the school in a positive manner and encourages school unity and pride. The school mascot shall be respectful of different cultural values and attitudes, and will depict individuals and groups with fairness, dignity, and respect. School colors should contribute to a positive and pleasing association with the school. As you engage your students, faculty and staff in the selection process, share the following guidelines: Determine what kind of image you want to represent your school. Animal mascots are very popular. Determine if you want to go with the popular choice or if you want to deviate from the norm. A mascot that must be explained does not adequately represent a school. Avoid choosing a controversial mascot. You also may want to consider making your mascot not gender specific. Mascots are meant to unify. A mascot that demeans members of our community is inappropriate. School color combinations should complement each other. Revised: 6/2012
DBS Web Advertising procedures The (KCPS) has established the following guidelines and procedures for online advertising. Advertising on the primary KCPS by central administrative departments or personnel Online advertising shall be allowed on the KCPS or school web sites only with the approval of the Office of Public Relations & Marketing. Advertising subject matter, form, size, wording, illustration, and typography of the advertising shall be subject to the approval of the Superintendent or designee and the Public Relations department. Advertisements shall not be placed unless accompanied by a fully executed insertion order or general contract agreement with advertisers. The insertion order will be maintained by Public Relations and must be signed by the Superintendent or his/her designee. Online advertising pricing is subject to change at the discretion of KCPS. Types of advertising that will be permissible are: o Banner advertisements o Button advertisements o Text block advertisements (Ads that are only text, with a header and short teaser copy below; maximum three ads per block) o Web page sponsorships Advertising content and related links shall not: o Be false, deceptive or misleading o Promote unlawful or illegal goods, services or activities o Imply or declare an endorsement by the district of any service, product or point of view o Promote alcohol, tobacco or smoking related products o Advertise images or information that may be considered violent or otherwise inappropriate, especially to minors o Promote escort services, dating services or adult entertainment o businesses or establishments o Contain nudity, sexual or any indecent behavior or implication o Be political in nature Revenues acquired from online advertising will only be deposited into the Public Relations budget to support communications efforts. KCPS reserves the right to cancel any contract with advertisers at any time upon default by the advertiser in the payment of bills or unsuitable subject matter. All links from kcpublicschools.org Web pages to advertiser Web sites are also cause for cancellation by the superintendent or designee, and the Public Relations department under the same conditions as cited above. Revised: 3/2012