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7 days before the scheduled release but at least 3 business days prior to the scheduled release
<br />date for review 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
<br />cost 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
<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. The optimum lead time would be 7 days prior to the
<br />scheduled release date, but at least 3 business days prior to the scheduled release date for
<br />review and approval is appreciated.
<br />• Press releases, social media posts, and alerts on platforms such as NextDoor and Nixie 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 the 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 QPRs.
<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.
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