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PEACHJAR eFLYER PROGRAM

Hampton City Schools Goes Greener!

In the past, our schools sent home flyers in students’ backpacks. As part of our efforts to be more environmentally friendly, to embrace innovative technology, and to reach more families, we are moving from paper to a free digital flyer delivery method using the company Peachjar, Inc.

With our Peachjar eflyer program, the eflyers may be sent directly to parents’/guardians’ email inboxes. eFlyers will also be posted on each school’s website homepage for easy access by clicking on the Peachjar logo like the one below.



Each year, our schools will save tons of paper and reduce significant dollars in copy costs. In addition, paperless delivery of school flyers will protect instructional time by removing an administrative load from teachers, office staff, and volunteers.

School and school district-approved eflyers will keep parents/guardians informed about upcoming school activities, programs, and events. 


No action is required on your part. Parents/guardians will receive a welcome email from the service provider (Peachjar) that includes a username and password. This is provided to give parents/guardians the opportunity to manage their accounts and eflyer delivery preferences. Parents/guardians will not need to log in to receive or view eflyers.

To ensure smooth delivery of this communication, we suggest parents/guardians add “school@peachjar.com” to their email contacts. Note: add “school@peachjar.com” just as written; do not change it to the name of a specific school @peachjar.com. When the first eflyer is received, be sure to click “always display images.”

Parents/guardians who do not receive an email from Peachjar may not have an email address on file with their child’s school. Please see these FAQs for instructions on adding an email address to the Peachjar distribution list or for additional information.

This system is used exclusively for distribution of school-approved eflyers. Email addresses will not be shared or used for any other purpose. Thank you for helping us save time, money, and lots of trees!

 

Newsletters, school events, and PTA news/updates will now be sent to parents/guardians through a digital flyer delivery. These eflyers will now be posted to each school’s website for easy access and will be emailed directly to parents’ and guardians’ inboxes.

Each school has designated a Peachjar site administrator to upload flyers to the school’s Peachjar account. Please send your flyers to the designated site administrator for consideration and uploading.

All flyers to be distributed must:

  • Have a specific and primarily instructional value, or non-commercial community wide benefit.
  • Be in PDF format.
  • Contain font sizes not less than size 12.
  • Contain the name and contact information of the sponsoring entity.

Flyers must not contain materials that:

  • Endorse or encourage the use of alcohol, tobacco, electronic cigarettes or any illegal substance or action.
  • Endorse or encourage any violation of the Code of Student Conduct.
  • Are obscene, pornographic, or defamatory.
  • Contain a message that is religious or political in nature.
  • Promote activities that have the potential to disrupt the learning environment.

 

As part of our efforts to be more environmentally friendly, embrace innovative technology, reach more families, and maintain fiscal responsibility, Hampton City Schools (HCS) is moving from paper to digital flyer delivery in January 2019. Paper flyers from outside organizations will no longer be distributed.

HCS has selected the service provider, Peachjar, for this “go greener” initiative. Peachjar is a free online service for our students and parents to receive announcements from their child’s school, nonprofit 501(c)(3) organizations in the city of Hampton, as well as city and state supported organizations. Eflyers will now be posted on each school’s webpage for easy access and will be emailed directly to parents’ and guardians’ inboxes.  With Peachjar, parents can easily find and view flyers, and take action immediately to sign up for activities and events.

If you wish to distribute flyers to HCS parents, you may register for a Peachjar account as a “Program/Enrichment Provider” and upload your flyer for distribution to your desired schools within HCS. Peachjar does charge a fee to Program Providers, but it is significantly less than the cost of printing, copying, bundling, and delivering flyers for approximately 19,000 students. Fees are set and collected by Peachjar. Costs are determined per flyer, per month with options to purchase bulk rate packages. Service fees may be waived when a local community organization is promoting a free event that does not entice participants to join a fee-based program, or purchase products or services.

Once you create a Peachjar account, you will upload flyers for approval by the district’s central office. Please be aware of the district’s Guidelines for Online Flyer Distribution, which can be found below. Most importantly, an organization requesting flyer distribution must be a qualified non-profit with proof of non-profit status. The district reserves the right to deny any request

We want to ensure our transition to Peachjar is as easy as possible for our community partners. Please visit https://www.peachjar.com/faqs.html to set up your Peachjar account, and learn how to upload your flyers today.

The process to register with Peachjar is easy:

  • Visit www.Peachjar.com and click 'Sign Up'
  • Enter email address and choose 'Program Provider' as your Account Type
  • Enter User Information and Business Information (first and last name, username, password, org name, category, org type, and location)
  • Upload flyer for approval (in PDF format)
  • HCS staff will review the material and approve or deny dissemination based on the guidelines below
  • Any questions about Peachjar or for help setting up an account, contact Zach Iverson, Peachjar Customer Support Specialist at (858) 997-2117 ext. 135 or zachiverson@peachjar.com
  • An organization requesting flyer distribution must be a qualified nonprofit organization in good standing with the Internal Revenue Service, an agency of the City of Hampton, an agency of the Commonwealth of Virginia, or a post-secondary institution in the City of Hampton.
  • Flyers must have a specific and primarily instructional value, or non-commercial community wide benefit and must not conflict with similar activities provided by HCS or in partnership with HCS. 
  • The organization requesting the use of the flyer distribution system must be the lead organization hosting, managing and collecting any fees for the event and therefore must have proof of its own non-profit status.
  • Qualified organizations should visit the District flyer distribution system (Peachjar) to register as an “Enrichment or Community Organization”.

    a. Organizations will upload their IRS non-profit status letter (if applicable) and the flyer that they would like to be considered for distribution.
    b. Organizations will select which schools they would like the flyer to be distributed to. Options include specific schools, categories of schools such as, elementary, PK-8, middle, high, or centers.
    c. Organizations will select how long a flyer is to remain active on a school website(s).

  • Flyers are automatically submitted to the District. The District will review the information submitted and determine if the request is in accordance with District regulations (School Board Policy KF - Distribution of information/materials and School Board Policy KJ – Advertising in Schools). The District typically reviews flyer-posting requests within 7 to 14 working days, excluding holidays and District observed breaks. Please submit your flyers well in advance for optimal promotion opportunities.
  • Organizations will be notified, through the flyer distribution system (Peachjar), if their flyer was approved, denied or if additional information is required. If approved, the flyer will be emailed to students, parents, staff and community members whom have registered to receive flyers. The flyer distribution system (Peachjar) charges a fee for this service. Fees are set and collected by the company. Service fees may be waived when a local community organization is promoting a free event that does not entice participants to join a fee-based program, or purchase products or services
  • Please note that all flyers will automatically include the following disclaimer:

“These materials and the activity described herein, are not sponsored or endorsed by the Hampton City School Board.”

HCS does not approve the distribution of materials which:

  • Endorse or encourage the use of alcohol, tobacco, electronic cigarettes or any illegal substance or action.
  • Endorse or encourage any violation of the Code of Student Conduct.
  • Are obscene, pornographic, or defamatory.
  • Contain a message that is religious or political in nature.
  • Promote activities that have the potential to disrupt the learning environment.




©2018 HAMPTON CITY SCHOOLS All rights reserved - One Franklin Street, Hampton Virginia 23669 - 757-727-2000

HCS does not discriminate on the basis of race, color, national origin, sex, disability, age or other protected classes in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies: Robbin G. Ruth, Executive Director, Human Resources, One Franklin Street, Hampton, VA 23669 757-727-2000. 

NONDISCRIMINATION/NONRETALIATION NOTICE
As stated in School Board Policy AC, Hampton City Schools (“HCS”) does not discriminate on the basis of race, color, religion, national origin, sex, gender, age, disability or other protected class in its programs, activities and employment practices and provides equal access to the Boy Scouts and other designated youth groups.  HCS also prohibits retaliation under School Board Policy GBAH for the purpose of interfering with a person’s rights and/or privileges under federal civil rights laws, which can include: (i) raising concerns with Division personnel about a civil rights violation; (ii) asserting a right or advocating for the rights of a student or employee under federal civil rights laws; or (iii) participating in a complaint investigation or related proceedings. 

All individuals are encouraged to promptly report any incident they believe to be discrimination, harassment or retaliation in violation of HCS School Board Policy.  All reports should be made to the HCS Compliance Officer, who also serves as the HCS Executive Director of Human Resources.  Upon receiving a report of alleged discrimination, harassment or retaliation, the Compliance Officer shall promptly authorize an investigation into the complaint, determine whether the alleged act occurred, and determine whether any action must be taken to end or prevent further harassment, discrimination, or retaliation.  For more information about this process, please review School Board Policy GBAB-R.    

Should you have any questions about these procedures or the contents of this notice, please contact Hampton City Schools Compliance Officer at: One Franklin Street, Hampton, VA  23669 or (757) 727-2300.  

HAMPTON CITY SCHOOLS WEBSITE ACCESSIBILITY NOTICE

PURPOSE

Hampton City Schools (HCS) is committed to making its website accessible for all, including individuals with disabilities, and strives to ensure accessibility currently and as new technologies emerge.  The division welcomes questions and feedback on the site’s accessibility at each development phase.  By clicking on “Contact” at the upper right of the main webpage, all users are able to “Help Resolve a Concern,” “Share a Story,” “Provide Feedback,” and “Ask a Question.”  Additionally, the Contact Us page provides direct email access to HCS Webmaster Vickie Carper, vcarper@hampton.k12.va.us

 DEFINITION

HCS’s computer systems and networks include all of the computer hardware, operating system software, application software, stored text, data files, electronic mail (email), local databases, externally accessed databases, CD-ROM, optical media, clip art, digital images, digitized information, communications technologies, and new available technologies.

Please note that some pages on the HCS website contain links to third-party sites.  HCS is not responsible for the content, facts, opinions or accessibility of third-party sites.

HCS WEBMASTER AND ACCESSIBILITY

The majority of pages in our site are available in HTML format that can be deciphered by screen readers. Some documents are in Portable Document Format (PDF), which require Adobe Acrobat Reader to view.

  • To download this free program, visit the Adobe website.
  • To read PDF documents with a screen reader, please link to the Access Adobe website, which provides useful tools and resources.

Also, many popular browsers contain built-in accessibility tools, and there are other plug-ins that make websites more accessible.

The HCS website is designed and monitored by HCS Webmaster Vickie Carper, who serves as the gatekeeper for website content and accessibility.   The Webmaster is under the direction of the Executive Director of Public Relations and Marketing, supervised by the Director of Graphics.
 
Web visitors using assistive technology who may have trouble accessing information on the website may contact the HCS Webmaster, vcarper@hampton.k12.va.us., the Executive Director of Public Relations and Marketing, dgulotta@hampton.k12.va.us and/or the Director of Graphics, mhouser@hampton.k12.va.us.

When submitting a question or concern via email, “accessibility” should be included in the subject line.  Every reasonable attempt will be made to address the user’s concern within twenty-four hours.  To assist HCS in responding appropriately, all inquiries should include the following information:

  • A description of the accessibility concern or question;
  • The webpage address of the requested material;
  • The format in which the user prefers to receive the material;
  • The user’s contact information, including preferred method of contact.

SELF-MONITORING

HCS monitors all technology resource activity and requires all employees, students and individuals with access to HCS computer systems and networks to annually read and sign an Acceptable Use Policy.  See School Board Policy IIBEA for Students; School Board Policy GBBB for Employees.

Our continuing goal is for the HCS website to be accessible to individuals with disabilities in compliance with the requirements of Section 504 of the Rehabilitation Act of 1973 and that statute's implementing regulations at 34 C.F.R. Part 104, and Title II of the Americans with Disabilities Act of 1990 and that statute's implementing regulations at 28 C.F.R. Part 35.

Good faith efforts are being made to ensure that our website complies with web accessibility standards. In addition to the federal regulations above, we are actively working to conform to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.0.
Prior to posting new website content, the HCS Webmaster determines if the proposed content meets the criteria of the World Wide Web Consortium (W3C).  Periodically the HCS Webmaster checks the website with a recognized website checker such as 508 Checker and WAVE.  If the audit identifies issues of concern or content errors that impede accessibility to any user, the concerns/errors are evaluated and remedied within a six-week period.

DISCLAIMER

HCS’s website and computer systems and networks are provided on an “as available” basis.  HCS makes no warranties, expressed or implied, without limitation, regarding the fitness for a particular purpose regarding any service provided by the system and any information contained or software used therein.  The division uses hardware and software provided by third-party technology vendors.  Therefore, the division does not warrant that the functions or services performed by, or that the information or software on the system, will meet the user’s requirements.