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Application :: Page 13 of 18
<br />Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards,
<br />digital and/or print educational materials for grant-related activities to the OTS PIO at pio@ots.ca.gov for
<br />approval and copy your OTS grant coordinator. Optimum lead time would be 7 days before the scheduled
<br />release but at least 3 business days prior to the scheduled release date for review and approval is
<br />appreciated.
<br />Send all Powerpoint presentations, online presentations and trainings for grant-related activities to the OTS
<br />PIO at pio@ots.ca.gov for approval and copy your OTS grant coordinator. Certified training courses are
<br />EXEMPT from the approval process.
<br />The OTS PIO is responsible for the approval of the design and content of materials. The agency understands
<br />OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come
<br />from the OTS grant coordinator.
<br />Pre-approval is not required when using any OTS-supplied template for media advisories, press releases,
<br />social media graphics, videos or posts, or any other OTS-supplied educational material. However, copy the
<br />OTS PIO at pio@ots.ca.gov and your OTS grant coordinator when any material is distributed to the media and
<br />public, such as a press release, educational material, or link to social media post. The OTS-supplied kick-off
<br />press release templates and any kickoff press releases are an exception to this policy and require prior
<br />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 OTS
<br />grant coordinator. Optimum lead time would be 7 days prior to the scheduled release date, but at least 3
<br />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 immediate
<br />and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements,
<br />event invites) are exempt from the OTS PIO approval process. The OTS PIO and your OTS grant coordinator
<br />should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos,
<br />community presentations, DUI checkpoints, etc.).
<br />Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could
<br />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 your
<br />OTS grant 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 grant
<br />objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee,
<br />requires prior approval. Please send to the OTS PIO at pio@ots.ca.gov for approval and copy your grant
<br />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, Motorcycle
<br />Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related
<br />activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior
<br />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 grant
<br />objective) to the OTS PIO at pio@ots.ca.gov and copy your OTS grant coordinator for approval prior to the
<br />production or duplication.
<br />Use the following standard language in all press, media, and printed materials, space permitting: Funding for
<br />this program was provided by a grant from the California Office of Traffic Safety, through the National Highway
<br />Traffic Safety Administration.
<br />Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social
<br />media campaign grant objective; consult your OTS grant coordinator for specifics, format-appropriate logos, or
<br />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 grant 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 OTS
<br />PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of
<br />event within 7 days following significant grant-related event or program. Media and program highlights are to
<br />be reflected in QPRs.
<br />Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or
<br />informational materials that received OTS PIO approval in a prior grant year needs to be resubmitted for
<br />approval in the current grant year.
<br />For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and OTS Grants
<br />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 the above
<br />requirements might be warranted.
<br />Phase 2 - Program Operations Addendum:
<br />Page 215 of 782
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