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Approval Process for Media-Related Expenditures

By Charles Hernandez,2014-05-03 18:53
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Approval Process for Media-Related ExpendituresAppr

    HWTFC GUIDELINES FOR

    MEDIA, PUBLICATIONS AND PROMOTIONAL ITEMS

    PRIOR APPROVAL

    All HWTFC grantees must receive prior approval from HWTFC staff for any messaging related to the grant.

FAQs:

Why do I have to abide by prior approval requirements?

    When a grantee organization enters into a contractual relationship with

    HWTFC, the organization agrees to follow the trademark and intellectual

    property guidelines set forth in the NC HEALTH AND WELLNESS TRUST

    FUND COMMISSION GRANT AGREEMENT and to abide by any updated

    guidelines that may be issued by Commission staff during the Term of the

    Agreement.

What messaging requires prior approval?

    As an HWTFC grantee, you can develop four basic types of messaging to

    effectively communicate with the public: earned media, paid media,

    publications, and promotional items. Of the four, only three require prior

    approval: Paid Media, Publications and Promotional Items.

How do I obtain prior approval?

    A media/promotional items request form must be completed for any paid

    media publication or promotional item. All requests are submitted

    electronically to your assigned grants manager or technical assistance

    provider along with the attached approval form, artwork and/or scripts, and

    budget information.

How long does prior review take?

    It is essential that adequate time be allowed for a media request to be

    reviewed. Typically, it will take a minimum of five business days after initial

    approval has been granted. However, complex requests and requests

    requiring changes may require additional time. Last minute requests will only

    be considered in unusual circumstances. To ensure adequate review time, be

    sure to plan ahead.

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    HWTFC Guidelines for Media, Publications and Promotional Items

    KEY POINTS

    What are key points to keep in mind when developing media and publications?

    Facts: When developing media or publications it is imperative that any “facts”

    used in messaging are correct. Make sure you cite your sources. It is not

    appropriate to stretch or exaggerate the truth for dramatic impact. Sources

    cited must be legitimate, complete and allow the viewer or reader to go directly

    to the source.

Should I cite HWTFC?

    Funding source: The Health and Wellness Trust Fund should be cited as the

    funding source for local programs. Any news release must mention that your

    program receives funding from the NC Health and Wellness Trust Fund. Here

    is a recommended paragraph to use:

    ABOUT THE NC HEALTH AND WELLNESS TRUST FUND

    The NC Health and Wellness Trust Fund makes North Carolina

    stronger, both physically and economically, by funding programs that

    promote preventive health. Created by the General Assembly in 2000 to

    allocate a portion of North Carolina's share of the national tobacco

    settlement, HWTF has invested $199 million to support preventive

    health initiatives and $102 million to fund prescription drug assistance

    programs. For more information, please visit www.HealthWellNC.com.

Rev. 8/11/09 2

HWTFC Guidelines for Media, Publications and Promotional Items

    LOGO USAGE

    The HWTFC logo and name are important parts of your written, visual, and verbal communications with your target group. They are also crucial elements when communicating with the larger community, the region, governmental organizations, and mass media. It is critical that the public recognizes HWTFC as the funding source for the good work you are doing in your communities. The logo, both graphic image and text, are strong visual cues to the public that: a) build awareness that this is a state-wide initiative, b) create name familiarity for HWTFC, and c) allow public and legislators to see where and how Trust Fund dollars are being used. Verbally employing the name “North Carolina Health and Wellness Trust Fund

    Commission” during press interviews, at public events, and in meetings ensures that other writers, especially the press, will incorporate the name in their publications.

When do I use logos?

    Logos: All media, publications or promotional items purchased with HWTFC

    funds must include appropriate logos. Consistent use of logos and branding

    will strengthen HWTFC’s efforts to provide effective and recognizable

    messaging throughout the state. Logos may be downloaded at

    www.healthwellnc.com.

    Examples of Publications Required to Show the Logo include, but are

    not limited to:

    Posters, pamphlets, brochures, handouts, flyers and other announcements,

    invitations, videos, presentations, and published reports.

    Encouraged Use of Logo

    Press releases, Web sites, event banners, giveaways (e.g., pedometers,

    pencils, pads, t-shirts), and on the letterhead of your HWTFC-funded project.

Can logos be altered?

    The HWTFC logo cannot be altered with the exception of being reproduced in

    black/white/and grey tones on a black and white document. Otherwise, the

    text, font, colors, and graphic image must be used as provided by the HWTFC.

    Do not divide the text portion of the logo from the graphic portion. The logo

    can be enlarged or reduced, but proportions should remain in tact.

Where should I logos be placed?

    Place the HWTFC logo on the front lower corner of one-sided printed materials

    and on the back lower corner of two-sided printed materials.

Are there instances where logos should not be used?

Rev. 8/11/09 3

HWTFC Guidelines for Media, Publications and Promotional Items

    The HWTFC logo should not be used in any way that implies that any member

    of your organization is an employee of HWTFC. Business cards, for example,

    are not an appropriate use for the logo unless they are formatted in a way that

    clearly portrays HWTFC as the funding source rather than the employer.

    Project letterhead should likewise name HWTFC as the funding source.

Rev. 8/11/09 4

    HWTFC Guidelines for Media, Publications and Promotional Items

    EARNED MEDIA

Media outlets receive a deluge of story proposals and information from special

    interest groups pushing a wide range of Here are guidelines to increase the important issues on a daily basis. Therefore, chances for media coverage of if you want the media to do a story on your your issue:

    issue, the information you present must be

    significant, interesting and new; it must stand 1. Make sure the information is

    timely. Initiate stories when your out and be “newsworthy.”

    issue is timely; relate your issue to a

    local event or news story in your Make sure that you verbally employ the name community. North Carolina Health and Wellness Trust

    Fund Commission” during press interviews, 2. Localize the issue. Stories about

    broad national issues or distant at public events, and in meetings ensuring

    locales may be important but, from a that media outlets may incorporate the name

    community newspaper’s standpoint, in their publications.

    they are less likely to increase circulation and viewership. Try to use What is earned media? local examples and statistics when presenting the issue, instead of -- or Earned media (or free media) refers in addition to -- broad national to favorable publicity gained through statistics. Explain how your issue promotional efforts other than would affect your hometown or

    advertising. community as well.

     3. Accent the human interest Radio interviews angle. Explaining how your issue ;;Newspaper stories affects real people. Use personal Letters to the editor stories to get the message across.

     Television interviews 4. Demonstrate support for your issue by quoting or having someone Do I need to inform HWTFC when I obtain of prominence in your community or earned media? state as a spokesperson. 5. Always make sure that your If applicable, furnish a minimum of two sources are credible and your (2) copies to HWTFC of any published information is correct and consistent materials resulting from the work of with the facts. the Project at least five (5) working days before the published materials ? 2004 Advocacy Institute, Washington, DC

    are made available to the public.

What is the approval process for earned media?

    Earned media is encouraged and DOES NOT require prior approval.

    How should earned media be reported on the monthly expense report (MER)?

    Earned media should be obtained at no cost to the grantee.

Rev. 8/11/09 5

    HWTFC Guidelines for Media, Publications and Promotional Items

What is the HWTFC Boilerplate and when do I use it?

    Any news release must mention that your program receives funding from the

    NC Health and Wellness Trust Fund. Make sure you check

    www.healthwellnc.com frequently for any updates to the HWTFC Boilerplate.

    Here is a recommended paragraph to use:

    ABOUT THE NC HEALTH AND WELLNESS TRUST FUND

    The NC Health and Wellness Trust Fund makes North Carolina stronger, both

    physically and economically, by funding programs that promote preventive

    health. Created by the General Assembly in 2000 to allocate a portion of North

    Carolina's share of the national tobacco settlement, HWTF has invested $199

    million to support preventive health initiatives and $102 million to fund

    prescription drug assistance programs. For more information, please visit

    www.HealthWellNC.com.

Rev. 8/11/09 6

    HWTFC Guidelines for Media, Publications and Promotional Items

    PAID MEDIA

Media or adverting is aimed at promoting a local event, building support for a policy

    or changing behavior. All grantees are also free to do local placements of the media

    materials; however, all paid media distributed to Tips for developing effective the public must have prior approval and contain ads: Be Simple-Concise-one or all of the HWTFC logos. Focused

    What is paid media? ; Focused messages generate

     the best responses. Does

    your ad present a well-Paid media generally refers to publicity

    focused idea? What are you gained through advertising.

    advertising?

    Examples of paid media include: ; Be specific about your goals

    TV ads radio scripts/ads and state them in the ad.

    print ads billboards theatre slides Does your ad encourage the

    reader to do something?

    Consult your grant manager or technical ; Less is more. Make your assistance provider for any item not listed. message as simple and

     concise as possible. The ad What is the approval process for paid media? needs to be eye-catching,

     and too much copy can

    All requests must be submitted using the create clutter and detract from

    media / promotional items request form. the design. In the context of

    your ad, a few words can Once the form is completed, grantees email

    mean the same thing as an the request, with the name clearly stated in

    entire sentence. the subject line and on the request form, to

    the assigned grant manager or technical ; All messages are to be

    assistance provider along with the attached developed primarily for your

    approval form, artwork and/or scripts, and target audience. Know who

    you are targeting and focus budget information.

    your message to them.

    ; Use your ad as an

    introduction only; do not try to

    tell the reader everything

    there is to know. Save this for

    your follow-up materials or How should paid media be reported on the conversations. monthly expense report (MER)?

    Taken From: 21 Tips for Creating Effective Advertising by Grace Butland Expenses for paid media are reported in : http://www.craftsreport.com/october00/craftsretailer.html

     the Media line item of the MER. Grantees

    are required to provide details in writing to

    HWTFC@healthwellnc.com of all paid media expenditures for each month in

    which the grantee reports expenses in the Media budget category; this is to be

    submitted along with the MER for the month in which the media expense is

    reported. Note - the project name, the request form documentation and the

    costs reported on the MER must match.

    Rev. 8/11/09 7

    HWTFC Guidelines for Media, Publications and Promotional Items

    How do I name a paid media request to submit in the text of an email?

    The project must be given a name that includes:

    Type of request, name of project, Grantee name, Initiative and Date submitted.

    Ex. Media_ NoTobaccoDayAd_XYZ Program_TTUPC_ May-2-2008

    What happens if the request is returned for revision?

    If a request is returned for revision, please indicate revised at the end of the

    subject line.

    Ex: Media_ NoTobaccoDayAd_XYZ Program_TTUPC_ May-2-2008-revised

Rev. 8/11/09 8

    HWTFC Guidelines for Media, Publications and Promotional Items

    PUBLICATIONS

    Publications are items that are informational in nature such as brochures, posters, flyers, forms, newsletters, Web sites and other messages that are distributed to the public.

TIP: ALL PUBLICATIONS SHOULD CONTAIN A CALL TO ACTION SUCH AS CONTACT

    INFORMATION (I.E. WEB ADDRESS OR PHONE NUMBER).

What is a publication?

    Web sites posters brochures

    flyers reminder cards table tents

    church bulletin inserts journal articles abstracts

    published reports presentations

    The grants manager or technical assistance provider should be consulted

    about any item not listed above.

    Funding source: The NC Health and Wellness Trust Fund should be cited as

    the funding source for local programs. Copies of the "Health and Wellness

    Trust Fund General Style Guide" and program specific standards can be found

    on the www.healthwellnc.com Web site. These documents provide information

    detailing proper logo usage.

What is the approval process for paid media?

    Complete a request form indicating the need for promotional item approval.

    Email the request, with the name clearly stated in the subject line and on the

    request form, to the grants manager or the technical assistance provider along

    with the attached approval form, artwork and budget information.

How should publications be reported on the MER?

    Expenses for publications are reported in the Supplies and Materials line

    item of the monthly expense report (MER).

Rev. 8/11/09 9

    HWTFC Guidelines for Media, Publications and Promotional Items

    How do I name a publication request to submit in the text of an email?

    The project must be given a name that includes:

    Type of request, name of project, Grantee name, Initiative and Date submitted

    Ex: Publication_HealtyCommFlyer_XYZ Program_FitCommunities_05-24-08

What happens if the request is returned for revision?

    If a request is returned for revision, please indicate revised at the end of the

    subject line.

    Ex: Publication_HealtyCommFlyer_XYZProgram_FitCommunities_05-24-08-revised

    Are there any disclaimers that I need to include in any publications?

    According to the HWTFC grant agreement, grantees agree to include on/in

    any publication a disclaimer statement to the following effect:

    Any opinion, finding, conclusion or recommendations

    expressed in this publication are those of the author(s) and do

    not necessarily reflect the view and policies of the North

    Carolina Health and Wellness Trust Fund Commission.

Rev. 8/11/09 10

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