Other Qualified Circulation

Explaining the category of qualified circulation.

 



Educational Copies (NIE)

Print and digital newspapers served to classrooms are eligible as qualified educational copies if the following requirements are met:

  • Used in an accredited classroom setting for grades kindergarten and above as part of the curriculum.
  • Affidavits are collected, at least annually after completion of the distribution, attesting to use in the classroom as part of the curriculum and confirming delivery and quantity of print and digital editions.
  • See AAM Rule C 3.2 Educational Programs

Affidavits

Affidavits are required for all (100 percent) of the classrooms. Programs for which affidavits are not received are eligible as qualified retail/business.

Affidavits should, at minimum, include the following elements:

  • Name and address of school.
  • Statement confirming the print newspapers or digital licenses were ordered, received and used in the classroom as part of the curriculum.
  • The quantity of print copies or number of digital licenses.
  • Number of students in the classroom.
  • Date(s) or date range copies were received or available.
  • Name of teacher(s) who received the distribution (if completed by a principal).
  • Printed name, title and phone number of the person signing the affidavit.
  • Signature and date.

Electronically generated affidavits are acceptable (i.e., email or online). Since a signature is not attainable electronically, the individual completing the form must include a statement confirming the information provided in the affidavit is true and accurate. The auditor may deem it necessary to directly contact the teacher or school official to confirm the information contained in the affidavit. 

 

Note: Print and digital newspapers available for general use by students in a school or provided to external afterschool programs are eligible as qualified retail/business (target link down to retail/business section), not educational copies. Copies made available to registered college students are eligible as qualified university copies.

 

Affidavit Examples

Identifies Specific Dates:

I, Jane Teacher, ordered and received The Daily News. Students used these copies in my classroom as part of the curriculum.
Dates: Qty:
November 3, 2016 26
November 10, 2016 26
November 17, 2016 26
December 1, 2016 26
December 8, 2016 26
# students: 25
School name: Anytown Elementary School
Address: 123 Main Street
Anytown, IL 60000
Name: Jane Teacher
Grade/classroom: 3rd Grade
Phone #: (312) 555-1212
Email: Jteacher@school.edu
________________
Signature
_______________
Date

 

Identifies Date Range: 

I, Jane Teacher, ordered and received The Daily News. Students used these copies in my classroom as part of the curriculum.
From: January 7, 2016 to May 19, 2016 (Except for school holidays and vacations)
Day(s) of week: Every Monday
Qty per day: 26
# students 25
School name: Anytown Elementary School
Address: 123 Main Street
Anytown, IL 60000
Name: Jane Teacher
Grade/classroom: 3rd Grade
Phone #: (312) 555-1212
Email: Jteacher@school.edu
______________________________
Signature
____________________
Date

 

Completed by Principal:

I, Joe Principal, ordered and received The Daily News for various classrooms in my school. Students used these copies in the classroom as part of the curriculum.
Classroom Qty # students Date(s)
Miss Daisy's 2nd grade 20 20 Every Monday during January 2016
Miss Mary's 5th grade English 25 25 Every Wednesday throughout the school year*
Mr. Carter's 4th grade History 27 27 Every Wednesday throughout the school year*
Mr. Steven's 4th grade English 24 24 Every Wednesday throughout the school year*
* Except for school holidays and vacations
School name: Anytown Elementary School
Address: 123 Main Street
Anytown, IL 60000
Name: Joe Principal
Title: Principal
Phone #: (312) 555-1212
Email: Jprincipal@school.edu
___________________
Signature
____________________
Date

 

Limitation

The total copies per day, print and digital in aggregate, in a classroom may not exceed the number of students (plus one permitted for the instructor). The total copies per day, print and digital in aggregate, in a school may not exceed the number of students enrolled.

 

Financial Transactions

Payment for educational copies may be obtained from the school, third party or a fundraising effort. However, AAM’s qualification, review and audit processes won’t govern or consider any financial transactions. The copies are still classified as qualified educational copies for AAM reporting purposes.

 

FAQs on Qualifying Education Copies

What are qualified educational programs?

Educators use newspapers as dynamic, informative teaching tools to bring real world examples to the subjects they teach. To actively engage students in this type of instruction, access to a newspaper’s print or digital content is necessary. AAM rules and guidelines allow newspapers used in accredited classroom settings (K-12, college and home schools) to be claimed as qualified educational copies.

What does the AAM audit process for qualified educational programs confirm?

  • The newspaper content was available for use, either in print or digital format.
  • The educational setting is an accredited classroom.
  • Students engage with the newspaper in the classroom as part of the teacher’s lessons.
  • The quantity claimed is reasonable, meaning no more than one copy per student and one per teacher.

When a digital edition is used in the classroom, can the whole class or the whole school have the same username and password for access?

Yes

Can a principal, administrator, media specialist or librarian request the newspapers and complete the affidavits for all teachers in the school?

Yes, but the newspaper is ultimately responsible for ensuring the teachers actively use the copies as part of the curriculum and the quantity claimed to AAM does not exceed the number of students and teachers. 

Are affidavits still necessary?

Yes, the affidavit should be signed by someone who knows that copies were available, actively used in the classroom by educators and the quantity did not exceed one per student and teacher. If one person orders and attests to a large volume of copies at one location, AAM staff may take additional efforts to ensure all requirements are met.

Are there any limits on educational copies?

Copies claimed to AAM are limited to one per student and one per teacher. A classroom may receive print copies and have access to replica and nonreplica digital editions, but only one circulation unit, whether print or digital, may be claimed for each student and teacher.

Is a newspaper allowed to provide print copies or digital access to all students at a school, regardless if teachers are using them in the classroom? How are copies requested by the media center for general use classified?

If a school or media center requests copies for general use, they are eligible as qualified retail/business copies (target link to retail/business section), not educational copies (NIE).

  • For print, the total gross copies distributed are eligible for inclusion provided the quantity does not exceed one copy per student and faculty member.
  • For digital, each student or faculty member must have a unique identifier and only the net copies actually accessed by unique individuals, per issue, are eligible for inclusion.

Copies provided by the newspaper that are not requested or accepted by the receiving location are not eligible for AAM reporting purposes.

 

University Copies

Print and digital newspapers made available for pickup and use by university and college students are eligible as qualified university copies if the following requirements are met:

  • The college or university requests the newspapers.
  • Made available for registered college students and faculty.
  • Print distribution
    • Occurs in limited-access areas on campus restricted for use by students (i.e., dormitories, cafeterias, classroom buildings, or via "smart vending machines" operated by a student ID).
    • Quantity claimed is net copies picked up (draw less leftovers) for each issue. Records are maintained to confirm delivery and leftovers for each print pickup location on campus.
  • Digital editions
    • Registration and activation or downloading an application initiates the start of the subscription.
    • Only copies actually accessed by students or faculty are claimed.
    • A unique identifier for each registered student and faculty member must be available.
    • Records are available to support unique student IDs and the number of students (unique IDs) who accessed the digital edition each day.
  • Failure to provide the necessary audit documents may cause the circulation to be excluded from AAM reporting.
  • See Policy Relating to Serving NIE Copies to College Students.

The total copies per day, print and digital in aggregate, should not exceed the total number of registered college students and faculty.

Payment for university copies may be obtained from the school or a third party. However, AAM’s qualification, review and audit processes won’t govern or consider any financial transactions. The copies are still classified as qualified university copies for AAM reporting purposes.

 

Employee/Independent Contractor

Print or digital newspapers served to employees and independent contractors are eligible as qualified employee/independent contractor copies if the following requirements are met:

  • The recipients are:
    • Employees on the regular payroll (full or part-time) of the newspaper during the reporting period.
    • Employees of subsidiaries on the regular payroll and are actively engaged in the production or distribution of the newspaper.
    • Independent contractors (agents) currently involved in delivering the newspaper to subscribers.
    • Correspondents contributing at least one article per month that is printed in the newspaper.
  • There is a limit of one copy per day, per recipient (print or digital, not both), and the copies must be easily accessible to the recipients.
  • Records are maintained by the publication to confirm the distribution of the newspapers and active status of employment, retirement, contractor or correspondent.

See AAM Rules C 3.1 Employee, Correspondent and Agent Copies and C 5.10 Subscriptions Involving Digital Editions.

 

Note: If an employee or contractor works with more than one AAM client newspaper, only one may claim the newspaper for that individual.

 

Retail/Business

Copies requested by businesses for distribution to its patrons are eligible as qualified retail/business if the following requirements are met:

  • The business or organization requests or agrees to receive copies.
  • The copies are available for and easily accessible by patrons.
  • Distribution is recurring.
  • The following information is available for each location:
    • List of distribution locations
    • Days of delivery (Mon, Tues, Wed, etc.)
    • Quantity of newspapers for each day of the week
    • Business name and address
    • Printed name, title and contact information of the requestor
    • Signature and date of the requestor
  • Records are maintained by the publication to confirm the business’s request and delivery.
  • See AAM Rule C 3.3 Other Qualified Distribution, section (c).
     

 

Note: Copies purchased by hotels for onsite are eligible as paid business/traveler hotel distribution. Copies purchased by businesses for distribution to its own designated employees are eligible as paid business/traveler group (link to business/traveler page).

 

Digital access provided to businesses for use by its patrons is eligible for inclusion as retail/business if the following requirements are met:

  • The retailer or business requests a defined number of licenses.
  • Only issues actually accessed by consumers are eligible as qualified circulation.
  • A unique identifier for each license must be available.
  • Digital copies claimed don’t exceed the number of licenses requested.
  • See AAM Rule C 5.10 Subscriptions Involving Digital Editions.

Payment for retail/business copies may be obtained from the business or a third party. However, AAM’s qualification, review and audit processes won’t govern or consider any financial transactions. The copies are still classified as qualified retail/business for AAM reporting purposes.

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