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Sanctioned Groups Handbook

This guide serves as the official handbook for all sanctioned groups within Deer Creek Public Schools.  During the official sanctioning process, a representative of each organization requesting sanctioning will be asked to sign that they acknowledge the content of this document.  

Finances

All policies regarding the financial aspect of sanctioning are outlined during the official sanctioning process. This handbook is supplemental and focuses on important information outside of finances. 

Questions regarding finances should be directed to Cordell Ehrich, chief financial officer, at cordellehrich@dcsok.org. Sanctioning for each school year will open on June 1st. 

Title IX Issues (Gender Equity in School Sports)

Title IX of the Education Amendments of 1990 provides: “No person in the United State shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity regarding federal financial assistance.”

Under Title IX, all donations (money or in-kind contributions) must be monitored by the school district and boosters, and booster clubs must cooperate with monitoring.

Deer Creek Schools has the ultimate responsibility for Title IX compliance. In cases of non-compliance, the argument that a booster club provided funding that the District could not is not a legal defense. Title IX compliance encompasses the areas of trips, camps, facilities, equipment, coaches, uniforms, meals, tournaments, banquets, student awards, and letter jackets.

Nondiscrimination Policy 

The Deer Creek School District does not discriminate on the basis of race, color, sex, national or ethnic origin, alienage, ancestry, religion or religious creed, gender identity, gender expression, pregnancy, age, veteran status, disability or handicap, marital or parental status, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state or local law. This policy is applicable in all matters concerning staff, events, students, the public, employment, admissions, financial aid, educational programs and services including career tech, facilities access, and individuals, companies, and firms with whom the District does business.

This notice is provided as required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX and VII of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990. 

Inquiries concerning the application of this policy may be referred to the Title IX/504/ADA Compliance Coordinators:

  • Lenis DeRieux, Assistant Superintendent: 20701 N. MacArthur Edmond, OK 73012, 405-531-9168, lenisderieux@dcsok.org
  • Cordell Ehrich, Chief Financial Officer: 20701 N. MacArthur Edmond, OK 73012, 405-531-9186, cordellehrich@dcsok.org
  • Tracy Blankenship, Executive Director of Special Services: 20701 N. MacArthur Edmond, OK 405-531-6100, tracyblankenship@dcsok.org

Photography, Videography & Streaming Broadcast

While Deer Creek has permission to release photos of students for school use and promotion, (unless it is requested by parents that their child not be photographed/recorded), sanctioned organizations are separate entities. 

All photos, video, and broadcasts must comply with board policies and any applicable laws, such as copyright, or agreements Deer Creek, the Athletic Department, or OSSAA may have entered into. 

The use of professional photographers and videographers during athletic games must be requested in writing, via the online form, seven days in advance of the requested date by the Athletic Department before contracts/agreements are made. The number of photographers/videographers will be limited to ensure the safety of the athletes.

The use of broadcast equipment/streams may incur a cost to the district, or violate broadcast agreements. Please check with the appropriate administrators before initiating any broadcast or stream.

Social Media Accounts 

In Deer Creek, we understand that social media can be a fun and rewarding way to share your organization's activities with family, friends and co-workers around the world. However, the use of social media also presents certain risks and carries with it certain responsibilities. In order to assist our sanctioned organizations, we have established these guidelines for social media. 

For accounts presenting as a Deer Creek team or extracurricular activity — Accounts must have:

  • At least one coach or activity sponsor employed in a full-time capacity by the district with access to the account 
  • Only one account per platform per team/activity (Treat all levels of a sport as one. There should not be separate accounts for Varsity, Junior Varsity, etc.) 
    • It is important to note that middle and high school teams and male and female teams of the same sport can have separate accounts if they so choose. 
  • The Deer Creek staff member account holders shall inform anyone managing social media accounts of expectations, agreements, policies, and laws regarding sharing of photos, video, and streams.

For accounts presenting as a parent/teacher organization, booster club or other similarly sanctioned organization, accounts must compile with the following: 

  • To facilitate accurate communication, login credential holder's names and contact information should be provided to the district via at least one administrative staff member from the department/school. 
  • To prevent confusion in audiences, accounts must be clearly designated as the sanctioned organization, not as the activity being supported. 
    • Examples of Appropriate Account Names
      • Deer Creek WhateverBall Boosters
      • Antler ThataBall Supporters
    • Examples of Inappropriate Account Names for Sanctioned Groups
      • Deer Creek WhateverBall
      • Antler ThataBall
  • Disclaimers should be included in the account About or Bio section
    • For X, Instagram, or other accounts with limited length bios should contain the following as appropriate: "A Booster/PTA/PTO account - views & opinions expressed are our own."
    • For Facebook, Organization Websites (preferably in a footer on every page), and other unlimited length profiles should include: "This page/group is managed by the -Full Name of Organization- The views & opinions expressed are our own, and do not necessarily reflect those of Deer Creek Public Schools.” 
  • Only one account per platform per activity (Treat all levels of a sport as one. There should not be separate accounts for Varsity, Junior Varsity, Junior High, Middle School, etc.)
  • The Deer Creek staff member account holders shall inform anyone managing social media accounts of expectations, agreements, policies, and laws regarding sharing of photos, video, and streams.

Logos & Branding

All sanctioned organizations must abide by Deer Creek Board Policy KP, regarding the use of district logos and trademarks, and the district’s logo guidelines outlined on our website. Sanctioned organizations may create unique marks/logos that represent the organization, but must comply with these policies. If your organization is using a previous or retired version of our logo, please take the steps necessary to update future designs accordingly. 

If there are questions regarding logo use, contact Maggie Leftwich (maggieleftwich@dcsok.org). 

 

Apparel & Merchandise

  1. Given to student organizations
  • Apparel given to student organizations, particularly athletic teams can adversely affect the district's Title IX compliance if not done in a fair, balanced, and coordinated way.
  • All product donations to students, student organizations or teams must be approved in writing by the appropriate department or school administrator prior to distribution or promotion. 
  1. Sold
    • All fundraising apparel/merchandise must comply with the guidelines provided during the sanctioning process. 
    • If apparel/merchandise utilizes district marks, phrases, school names, etc. it must be approved by the district. 
    • Promotion of any apparel/merchandise by any school or sanctioned organization must comply with the guidelines provided during the sanctioning process and be approved in writing by the appropriate department or school administrator in advance.

Sponsorships 

The following businesses are Deer Creek’s district premiere sponsors, as they continually provide a variety of support to our schools and programs. If you would like to solicit donations from any of these sponsors, seek approval from the Athletic Department first. 

  • Kirkpatrick 
  • Francis Tuttle
  • Mercy
  • Rich & Cartmill
  • Quail Creek Bank
  • Cane’s
  • Qdoba
  • BWW - 178th
  • DCSF
  • MA+
  • Stacy Group
  • Willowbrook 

This list is subject to change throughout the year. If something changes on this list, boosters and school sites will be communicated with.
 

Advertising Prices 

There are standard digital advertising prices in Deer Creek, which are provided in an advertising kit to sanctioned groups annually. The advertising kit outlines the standard, set pricing by digital placement. If sanctioned groups sell the district-designated digital ads of as a part of a package, approximately six percent of the digital ad cost will be due to the Athletic Department. 

Sanctioned groups must use our standard prices when selling ads individually and within packages. All purchased/sold ads must be submitted to the Athletic Department via an online form available on the Athletics web pages. 

Any sport-specific promotion, such as foul ball, home run, first down, etc.,  is not subject to district-required pricing or district percentage donation. 

Questions regarding advertising should be directed to Edie Lingren (edithlindgren@dcsok.org).   

Vendors/Merchandise Sales at Sporting Events 

Sports are only allowed to sell during their games/events. 

Due to spacing and attendance, we have to limit the number of vendor tables at our home sporting events. Businesses and entities, even if solicited by booster clubs, must submit their request to set up a table at a home sporting event in writing, no less than seven business days before the requested date. These requests can be emailed to Bill Bays (billbays@dcsok.org), Edie Lingren (edithlindgren@dcsok.org) or Aynsley Duval (aynsleyduval@dcsok.org). 

The number of vendors allowed at each event will be determined by the Athletic Department. 

Tickets 

All ticket and season pass sales will be facilitated through the district’s contracted partner. Any tickets or season passes sold from an athletic team or boosters, individually or included in a package, must seek prior approval from the Athletic Department. Ticket prices cannot be reduced as a part of a sponsorship package. Fifty percent of ticket sales from an athletic-sanctioned organization in a sponsorship package must be paid to the Athletic Department.  

Media

Interested members of the media should notify Bill Bays, athletic director, of their attendance at sporting events (and requested sideline access) prior to the game. 

Facility Use 

Any on-campus, game-day activities and facility-use must receive prior approval (food trucks, sport-specific parking spaces). These requests can be emailed to Bill Bays (billbays@dcsok.org), Edie Lingren (edithlindgren@dcsok.org) or Aynsley Duval (aynsleyduval@dcsok.org).