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• Pre-approval is not required when using any OTS-supplied template for media advisories, press
<br /> releases, social media graphics, videos or posts, or any other OTS-supplied educational material.
<br /> However, copy the OTS PIO at pio@ots.ca.gov and your OTS coordinator when any material is
<br /> distributed to the media and public, such as a press release, educational material, or link to social
<br /> media post. The OTS-supplied kick-off press release templates and any kickoff press releases
<br /> are an exception to this policy and require prior approval before distribution to the media and
<br /> public.
<br /> • If an OTS-supplied template, educational material, social media graphic, post or video is
<br /> substantially changed, the changes shall be sent to the OTS PIO at pio@ots.ca.gov for approval
<br /> and copy to your OTS Coordinator. Optimum lead time would be 7 days prior to the scheduled
<br /> release date, but at least 3 business days prior to the scheduled release date for review and
<br /> approval is appreciated.
<br /> • Press releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting
<br /> immediate and time-sensitive grant activities (e.g. enforcement operations, day of event
<br /> highlights or announcements, event invites) are exempt from the OTS PIO approval process. The
<br /> OTS PIO and your Coordinator should still be notified when the grant-related activity is
<br /> happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints,
<br /> etc.).
<br /> • Enforcement activities such as warrant and probation sweeps, court stings, etc. that are
<br /> embargoed or could impact operations by publicizing in advance are exempt from the PIO
<br /> approval process. However, announcements and results of activities should still be copied to the
<br /> OTS PIO at pio@ots.ca.gov and your Coordinator with embargoed date and time or with
<br /> "INTERNAL ONLY: DO NOT RELEASE" message in subject line of email.
<br /> • Any earned or paid media campaigns for TV, radio, digital or social media that are part of a
<br /> specific grant objective, using OTS grant funds, or designed and developed using contractual
<br /> services by a subgrantee, requires prior approval. Please send to the OTS PIO at
<br /> pio@ots.ca.gov for approval and copy your grant coordinator at least 3 business days prior to the
<br /> scheduled release date.
<br /> • Social media posts highlighting state or national traffic safety campaigns (Distracted Driving
<br /> Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints,
<br /> etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are
<br /> highly encouraged but do not require prior approval.
<br /> • Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters,
<br /> scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid
<br /> media campaign grant objective) to the OTS PIO at pio@ots.ca.gov and copy your OTS
<br /> Coordinator for approval prior to the production or duplication.
<br /> • Use the following standard language in all press, media, and printed materials, space permitting:
<br /> Funding for this program was provided by a grant from the California Office of Traffic Safety,
<br /> through the National Highway Traffic Safety Administration.
<br /> • Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or
<br /> earned social media campaign grant objective; consult your OTS Coordinator for specifics,
<br /> format-appropriate logos, or if space does not permit the use of the OTS logo.
<br /> • Email the OTS PIO at pio@ots.ca.gov and copy your OTS Coordinator at least 21 days in
<br /> advance, or when first confirmed, a short description of any significant grant-related traffic safety
<br /> event or program, particularly events that are highly publicized beforehand with anticipated media
<br /> coverage so OTS has sufficient notice to arrange for attendance and/or participation in the event.
<br /> If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including
<br /> any media coverage (broadcast, digital, print) of event within 7 days following significant grant-
<br /> related event or program. Media and program highlights are to be reflected in APRs.
<br /> • Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any
<br /> educational or informational materials that received PIO approval in a prior grant year needs to
<br /> be resubmitted for approval in the current grant year.
<br /> • Contact the OTS PIO or your OTS Coordinator for consultation when changes from any of the
<br /> above requirements might be warranted.
<br /> C. Phase 3— Data Collection & Reporting (Throughout Grant Year)
<br /> 1. Prepare and submit invoice claims (due January 30, April 30, July 30, and October 30)
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