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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 OTS grant 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 pioots.ca.qov and your OTS grant coordinator with embargoed date and time or
<br /> with "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 /> pioots.ca.qov 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 pioots.ca.qov and copy your OTS grant
<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 grant 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 pioots.ca.qov and copy your OTS grant 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 OTS PIO approval in a prior grant year needs
<br /> to be resubmitted for approval in the current grant year.
<br /> • For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and
<br /> OTS Grants Media Approval Process FAQs on the OTS website.
<br /> • Contact the OTS PIO or your OTS grant coordinator for consultation when changes from any of
<br /> the above requirements might be warranted.
<br /> C. Phase 3—Data Collection & Reporting (Throughout Grant Year)
<br /> 1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)
<br /> 2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and
<br /> October 30)
<br /> • Collect and report quarterly, appropriate data that supports the progress of goals and objectives.
<br /> • Provide a brief list of activity conducted, procurement of grant-funded items, and significant
<br /> media activities. Include status of grant-funded personnel, status of contracts, challenges, or
<br /> special accomplishments.
<br /> • Provide a brief summary of quarterly accomplishments and explanations for objectives not
<br /> completed or plans for upcoming activities.
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