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HomeMy WebLinkAboutPR 642 COM - Distribution of District Publications by Central Departments - 1 - PR.642.COM PROCEDURE PR.642.COM TITLE: PREPARATION AND DISTRIBUTION OF DISTRICT PUBLICATIONS BY CENTRAL DEPARTMENTS/DIVISIONS Date issued: 18 January 2005 Last revised: Authorization: Senior Staff: 11 January 2005 1.0 OBJECTIVE To provide operational guidelines and requirements for the preparation and distribution of centrally produced publications for the District. 2.0 DEFINITIONS In this procedure, 2.1 District publication means any external publication distributed by central departments/divisions and produced by staff. 2.2 Corporate logo means the Board-approved symbol for the Ottawa-Carleton District School Board and must appear unaltered in all external publications. 2.3 Mission statement refers to the expression of the vision and values of the District and will appear in all external publications, where possible. 2.4 Timeline means the period during which a publication is under development. 2.5 Deadline means the date for printing and distribution which must be met by the department/division. 2.6 Target audience refers to all individuals, organizations, community members (external and internal) for whom the publication is intended. 2.7 OCDSB Style Guide refers to the document, available to all departments/divisions through Communications and Information Services, which provides guidelines, including the use of the corporate logo, for the production of external documents. This guide can be found in the Communications folder located on the Board Electronically Accessible Mail (BEAM). 3.0 RESPONSIBILITY - 2 - PR.642.COM Superintendents, executive officers, central principals, managers, division heads, Communications and Information Services. 4.0 PROCEDURES 4.1 Superintendents, executive officers, central principals, managers, and division heads will support the production and distribution of all district publications produced by their department/division and will be responsible to: a) ensure distribution of the OCDSB Style Guide (available in the Communications folder on BEAM) to appropriate staff in their department/division; b) review the Board procedure on Preparation and Distribution of District Publications with appropriate department/division staff; c) submit a list of publications, cyclical timelines, and approximate deadlines to Communications and Information Services each May for the following school year on Form OCDSB 070 Preparation and Distribution of District Publications (Attachment 1); and d) approve the final publication prior to delivery to the printer and prior to the distribution of the publication to the target audience. 4.2 The authors will support the production and distribution of all District publications produced by their department/division and will be responsible to: a) confer with Communications and Information Services for guidance on initial publications, distribution methods, and substantive changes for current or subsequent publications, indicating the nature of the target audience for the publication; b) verify all sources and ensure the accuracy of content, photographs, facts, charts, and the correct identification and spelling of names in photographs; c) acquire photo release forms for every student appearing in photographs, as well as written consent from staff, trustees, and parents, for the use of their image; d) use the OCDSB Style Guide; e) ensure that the language in the publication is tailored to meet the needs of the target audience (e.g., parents of English as a Second Language (ESL) students); f) consult the resource document, Acronyms Used in the OCDSB, available on Board Electronically Accessible Mail (BEAM) under Policies/Procedures and Forms to provide definitions when using acronyms in all publications; and g) consult the Schools and Staff List for the correct names for schools and the Administration Telephone Directory for the correct titles of centrally located staff. 4.3 Communications and Information Services will provide reliable and quality service to all users and will be responsible to: - 3 - PR.642.COM a) update and post the OCDSB Style Guide to the Communications folder on BEAM and ensure that all publications adhere to this guide; b) consult initially and review as necessary when substantive changes are being considered for all District publications; c) provide advice to all departments/divisions on the most appropriate and effective methods to reach target audiences; d) request from all departments/divisions a list of publications produced on an annual basis including an overview of cyclical timelines and approximate deadlines each May for the following school year (Form OCDSB 070 Preparation and Distribution of District Publications); and e) provide proofreading, editing, and layout support and advice on a scheduled basis as workloads permit, to all departments/divisions based on the deadlines submitted each year. 5.0 APPENDICES Form OCDSB.070.COM, Preparation and Distribution of District Publications 6.0 REFERENCE DOCUMENTS Municipal Freedom of Information and Protection of Privacy Act Board Policy P.046.SCO: School Communications: Distribution of Materials to the Home via Students Board Policy P.048.GOV: Board Guiding Principles Board Procedure PR.536.SCO: School Communications: Distribution of Materials to the Home via Students Ottawa-Carleton District School Board Mission Statement Acronyms Used in the OCDSB Administration Telephone Directory OCDSB Style Guide Schools and Staff List FORM: OCDSB.070.COM Preparation and Distribution of District Publications (04 -12) PR.642.COM Attachment 1 PREPARATION AND DISTRIBUTION OF DISTRICT PUBLICATIONS Department/Division: Title of Publication Deadline for Distribution Approximate Number of Copies Distributed *NOTE: The list of publications, cyclical timelines, and approximate deadlines should be submitted to Communications and Information Services each May for the following school year as per Procedure PR.642.COM: Preparation and Distribution of District Publications by Central Departments/Divisions. PLEASE RETURN THIS FORM TO: Coordinator of Communications Communications and Information Services Ottawa-Carleton District School Board