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• The department will work to create media opportunities throughout the grant period to call attention to
<br /> the innovative program strategies and outcomes.
<br /> Media Requirements
<br /> The following requirements are for all grant-related activities:
<br /> • Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts,
<br /> storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at
<br /> pio@ots.ca.gov for approval and copy your OTS coordinator. Optimum lead time would be 7 days
<br /> before the scheduled release but at least 3 business days prior to the scheduled release date for review
<br /> and approval is appreciated.
<br /> • The OTS PIO is responsible for the approval of the design and content of materials. The agency
<br /> understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost
<br /> approvals must come from the Coordinator.
<br /> • 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 are an
<br /> exception to this policy and require prior approval before distribution to the media and public.
<br /> • If an OTS-supplied template, educational material, social media graphic, post or video is substantially
<br /> changed, the changes shall be sent to the OTS PIO at pio@ots.ca.gov for approval and copy to your
<br /> OTS Coordinator. Optimum lead time would be 7 days prior to the scheduled release date, but at least
<br /> 3 business days prior to the scheduled release date for review and 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 highlights or
<br /> announcements, event invites)are exempt from the OTS PIO approval process. The OTS PIO and your
<br /> Coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks,
<br /> bicycle rodeos, community presentations, DUI checkpoints, etc.).
<br /> • Enforcement activities such as warrant and probation sweeps, court stings, etc.that are embargoed or
<br /> could impact operations by publicizing in advance are exempt from the PIO approval process. However,
<br /> announcements and results of activities should still be copied to the OTS PIO at pio@ots.ca.gov and
<br /> your Coordinator with embargoed date and time or with "INTERNAL ONLY: DO NOT RELEASE"
<br /> 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 specific
<br /> grant objective, using OTS grant funds, or designed and developed using contractual services by a
<br /> subgrantee, requires prior approval. Please send to the OTS PIO at pio@ots.ca.gov for approval and
<br /> copy your grant coordinator at least 3 business days prior to the scheduled release date.
<br /> • Social media posts highlighting state or national traffic safety campaigns(Distracted Driving Month,
<br /> Motorcycle Safety Awareness Month, etc.), enforcement operations(DUI checkpoints, etc.), or any
<br /> other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but
<br /> do not require prior approval.
<br /> • Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts,
<br /> artwork,trailer graphics, digital graphics, social posts connected to an earned or paid media campaign
<br /> grant objective)to the OTS PIO at pio@ots.ca.gov and copy your OTS Coordinator for approval prior to
<br /> 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, through
<br /> the National Highway Traffic Safety Administration.
<br /> • Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned
<br /> social media campaign grant objective; consult your OTS Coordinator for specifics, format-appropriate
<br /> 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 advance, or
<br /> when first confirmed, a short description of any significant grant-related traffic safety event or program,
<br /> particularly events that are highly publicized beforehand with anticipated media coverage so OTS has
<br /> sufficient notice to arrange for attendance and/or participation in the event. If unable to attend, email the
<br /> OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast,
<br /> digital, print)of event within 7 days following significant grant-related event or program. Media and
<br /> program highlights are to be reflected in APRs.
<br /> • Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or
<br /> informational materials that received PIO approval in a prior grant year needs to be resubmitted for
<br /> approval in the current grant year.
<br /> • Contact the OTS PIO or your OTS Coordinator for consultation when changes from any of the above
<br /> requirements might be warranted.
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