MARKETING & MEDIA
WY SUBSTANCE ABUSE PREVENTION MEDIA REVIEW AND APPROVAL PROCESS
All program coordinators are required to read and follow the protocol in the below 8 SECTIONS:
1) Clarification of PM Efforts, 2) Media Advisory Teams (MATs), 3) Pre-approved Ad Templates,
4)Required Logos & Funding Taglines, 5) WTWC/WTWT Media, 6) Promotional Merchandise,
7) Various Additional Media Avenues, 8)Fiscal Agency Created Documents & Coalition Correspondence, & 9) The Division Expects Professional Media & Correspondence in Conjunction with its Grant Programs
I. Clarification of PM Efforts: The time program coordinators devote to media should be carefully considered. Writing a monthly article for a free newspaper column is highly encouraged (with the topic in alliance with your strategic plan and timeline); however, personally spending time to design your own newspaper advertising or radio scripts is discouraged.
The division requires program managers/coordinators to oversee and carry out the deliverables of their grants; with emphasis on efforts collaborating with the coalition, individuals and organizations in their county. In other words, being "out in the field" within your communities helping to make change happen is key; spending time on your computer designing media is not. You are encouraged to tap into your local newspaper graphic artists (and radio reps for scripts), as their time is included in the cost of their ads; or utilize a template pre-approved by the WDH. There are numerous ad templates available for your use on the WyPTAC website. Go back to the left-hand green column, place your cursor over Marketing & Media; then choose one of the subcategories most applicable.
You must run all media funded through your grant program by the Media Advisory Team. This includes media that may have been created some time ago. And other "media", sometimes referred to as "free" because it doesn't cost a fee to place it [ex: letters to the editor, newsletters, articles for other organization newsletters, etc. IF they are written by a program coordinator.] This is a requirement due to 1) the coordinator is a representative of the WDH-BHD, 2) they are paid with grant funds for their time to create the piece, and/or 3) grant equipment, materials or supplies were also utilized.
A good rule of thumb---If it is something you are planning to release to the public and it has not been reviewed and approved, please forward on as outlined below. Exception to the rule---if a coalition member or community stakeholder wrote an article or LTE, which is their personal opinion is not subject to MAT review and approval.
II. Depending upon your grant, the Media Advisory Team (MAT) is as follows:
Within 24 hours (M-F) the MAT will have discussed the media; you will receive a response soon after (from Deanna or another MAT rep, in her absence) with recommended changes; once the changes have been made and reviewed by the MAT, it is then forwarded (if applicable) to Kim Deti/WDH Public Information Manager for final approval. The PM is then notified the media is approved to run, or additional changes are needed as per Kim’s recommendation. Final media in the format published should be sent to Deanna and the grant division leader shown above. Please allow at least 3 business days for this process before you plan to provide to your media outlet.
III. Pre-approved Ad Templates: In the case you are utilizing a template, approval time will be greatly reduced. All you have to do is: 1) ask Deanna to resize the specific ad template to fit your newspaper's column inches (include measurements) and insert your local coalition or program info OR send the PDF document to your media outlet and ask them to insert local information (if applicable) in the same fonts used in original templates, 2) have them send it back to you and Deanna for final approval. The full MAT is not needed for approval of a template ad/script. *If the media prefers the template in a different format, please have them contact Deanna directly.
Templates may be found under the Media & Marketing link to the left of this page in the green column within the sub-category applicable to your grant or you may inquire with Deanna at deanna307@gmail.com or call 307.283.2933.
IV. Required Logos & Funding Taglines: Appropriate funding taglines and logos are required within your media, unless it is completely free of charge (meaning no materials or resources have been used from your grant) or permission has been given by WDH/WyPTAC due to to sizing constraints or special circumstances. Should fiscal agencies or other businesses choose to run advertising with no funding coming from your grant, the above requirements do not apply; UNLESS the WDH logo is included or any reference is made to the WDH-BHD.
Appropriate taglines for media run through your grants and paid for with WDH funds--
PRINT MEDIA:
TFWC: Funded by Wyoming Department of Health Tobacco Settlement Trust Funds OR Paid with Wyoming Department of Health Tobacco Settlement Trust Funds
Core: Funded with WY Dept. of Health Federal Substance Abuse Prevention & Treatment Block Grant Funds OR Paid with WY Dept. of Health Federal Substance Abuse Prevention & Treatment Block Grant Funds
SPF-SIG: If a print ad(s) were pre-paid with funds from this grant, please use this shortened tagline: Funded by the Wyoming Department of Health
NOTE:If the WDH logo is in a size that the wording is completely legible then you may drop the WY Dept. of Health wording and use these taglines instead (be sure to place the tagline next to the logo):
TFWC: Paid with Tobacco Settlement Trust Funds
Core: Paid with Federal Substance Abuse Prevention & Treatment Block Grant Funds
The WDH logo should be included in all newspaper advertising, posters, newsletters, banners, mailings, etc. Whenever possible, please include one of the Where Do You Draw The Line? logos and incorporate the secondhand harm concept.
In tobacco advertising, whenever possible [unless it is a secondhand smoke focused piece], also include the WQTP logo OR web address and phone number whenever a cessation ad, in a size that is very legible. The WQTP logo should not be a staple logo included at the bottom of ads with other logos (ie: WDH, coalition, etc.); it needs to appear in a size that the info is legible to the reader.
Also in cessation ads, the WQTP phone number
and web address must be TWICE the size of any local numbers listed for the ad
to be approved.
DATA/SOURCES: According to Kim Deti, please insert the data source at the bottom of print paid media IF there is adequate room and it will increase the strength of the ad. [Ex - Source: CDC] If it is included in the header, you do not need to list at the bottom of the ad [Ex - The Centers for Disease Control & Prevention states----] Program coordinators should be prepared to provide citation for any data and statements included within their media.
V. WTWC/WTWT Media: Any tobacco related media released to the PMs in a ready-to-publish format that comes from the Wyoming Through With Chew/Tobacco Team has been approved by the Division. Exception: If they share a press release, document or ad template that allows the PMs to insert their own local info/stats, etc., then that piece needs to be submitted to Deanna, like any other template (as noted in pre-approved template section).
VI. Promotional Merchandise: Although not considered media, we wanted to mention that promotional merchandise, which has first been approved by the division, does not need to have the funding tagline or WDH logo. Any questions, please inquire with your grant manager at the state level.
VII. Various Additional Media Avenues:
WEBSITES &/OR SOCIAL NETWORKING SITES: Due to division IT requirements, program individual websites, facebook, Twitter or other networking sites should NOT contain the WDH logo or funding tagline, as the division is unable to review and endorse all affiliated websites.
Additionally, If the website/page is in any way associated
with the Division-funded programs, the following disclaimer needs to be posted
on the site somewhere. It has been prescribed by the
Attorney General's office and will remain in effect unless otherwise changed by
the Department of Administration and Information with the legal guidance of the
AG's Office.
DISCLAIMER:
Neither the State of Wyoming nor any of its
agencies, divisions, programs or employees verify information posted on this
website/webpage and assume no liability for the accuracy of such information.
Similarly, the content, images, forums, and discussions including the
perceptions, opinions, beliefs or attitudes of any of the posts to this
website/webpage, are not endorsed by the State of Wyoming or any of its
agencies, divisions, programs or employees. The opinions posted to
this website/webpage DO NOT reflect those of the State of Wyoming, its
agencies, divisions, programs or employees.
NEWSLETTERS: Local newsletters should, whenever possible, be taking the form of simple and concise e-newsletters, rather than time-intensive and costly hard copy newsletters. Microsoft Office contains many free e-newsletter templates and many other professional layouts are available by searching the net.
BROADCAST MEDIA: Radio ads should say “This message is brought to you by (local coalition) and the Wyoming Department of Health.” OR "This message funded by the Wyoming Department of Health." Full taglines are not required, as compared to print media. no source listing is needed within radio advertisements.
PUBLIC SERVICE ANNOUNCEMENTS: Radio Public Service Announcements (PSAs) do not need to be run through the MAT, as true PSAs are sponsored by the media outlet, are not arranged by program coordinators and therefore, have no cost to the division.
SPECIAL E-MEDIA: If an establishment is willing
to rotate some key talking points [secondhand smoke, substance abuse and/or
suicide related] on a form of electronic media [bowling alley scoreboard, bank
marquis, website, theatre screen, etc.] it has been determined by Kim Deti that there
should be mentioning of who is offering those messages/making the claims. After
running the series of messages, list something like “Health messages
brought to you by [insert name of local coalition/taskforce].”
ANNOUNCEMENTS / VERBAL MEDIA:
If at a school function, athletic event, fair activity or other community event, key talking points [secondhand smoke, substance abuse and/or
suicide related] are able to be announced---after the series of messages---please have the announcer say “These health messages
have been brought to you by [insert name of local coalition/taskforce].”
REMINDER: Before sending advertisements to local outlets, ordering posters or banners, printing off community flyers, paycheck stuffers, etc. or distributing a newsletter review and approval of the content by the MAT is necessary.
VIII. Fiscal Agency Created Documents & Coalition Correspondence: PMs are not required to run this type of "promotional material" by the MAT providing staff time is not utilized and grant funding is not providing the paper or other supplies for the promotional piece. However, the division asks that you have someone else (fiscal agent supervisor, and/or coalition chair preferably) review these documents for accurate grammar, spelling and that the message has a definite purpose and call to action. If you are unsure if a piece should be run through the MAT, send it to Deanna and she will forward it on to the MAT, if indeed it is something that needs to be reviewed by all.
IX. The division expects professional media and correspondence in conjunction with its grant programs.
Leveraging resources and echoing effective messages across the state assures funds are being spent wisely. Media across the state must not contain lobbying verbiage and should overall reflect the Wyoming Department of Health's interests and image. For a document on Education vs. Lobbying, see the WyPTAC website:http://www.wyptac.org/COORDINATOR-SELF-HELP.html
If you have any questions in regards to the above protocol, please do not hesitate to contact WyPTAC or the division. Thank you!
Updated 1.30.12
