Library: Policy

OKDHS:2-21-152. Design Services

Revised 5-1-14

(a) Services available.

(1) Consulting. Support Services Departmental Services Unit (DSU) Design Services assists customers in establishing guidelines for projects, including identifying target audiences, establishing timelines and desired outcomes, choosing communications and distribution methods, style, content, and format.
(2) Writing. Design Services provides writing services as necessary to help customers communicate messages effectively.
(3) Editing. Design Services edits all manuscripts for accuracy and readability. Criteria include:

(A) content that supports the Oklahoma Department of Human Services (DHS) mission and the agency's communications policies;
(B) writing and graphics clearly understood by the intended audience;
(C) style consistent with industry standards;
(D) language appropriate to the subject and audience; and
(E) spelling, punctuation, grammar, and sentence structure that conform to standards established by the Associated Press, the agency's communications standards and policies, and standard English usage.

(4) Graphics arts services. Design Services provides layout and graphic design services.

(A) Graphic design. After an initial consultation with the customer, the graphic artist produces a draft of the materials for the customer's review. The consult-review process continues with the customer to produce a satisfactory product.
(B) Finished materials. The graphic artist prepares a finished version of the materials. For printed materials, Design Services routes jobs to the DSU Print Shop unless the customer has an approved contract with an outside vendor.
(C) Web versions. Design Services provides an electronic version of all materials to the Office of Communication and Community Relations.

(5) Photographic services. Design Services provides photography services.
(6) Business cards. Business cards are printed for DHS employees via the DHS InfoNet Finance Application, Password Secured Functions, Business Card management link. Only approved designs are available. No changes may be made to the approved designs. Only approved content is allowed. Nothing may be printed on the back.

(b) Planning for services. The requesting unit initiates a planning meeting with Design Services before beginning major projects.

(c) Requests for services. Services are requested by completing Form 23PU083E, Request for Design Services, and submitting the form to the Design Services manager.

(1) The appropriate director or designee reviews and authorizes each Form 23PU083E.
(2) The requesting unit provides text electronically for requested materials.

(d) Timelines. Design Services acknowledges requests for services within three business days.

(e) Client permission. A unit that requests materials that specifically identifies or portrays a person or organization must secure the client's or vendor's permission for release of information on Form 16AD013E, News Media and Media Production Release of Information Form. A copy of the form is sent to Design Services.

(f) Copyrights. The requesting unit is responsible for securing permission to reprint copyrighted material, completely or in part, except for small excerpts used for training purposes.

(1) A copy of the publisher's written permission must accompany Form 23PU083E.
(2) For direct photocopying of copyrighted materials, a copy of the publisher's written permission is attached to Form 23PU114E, Reproduction Request. Design Services staff does not duplicate materials in violation of copyright laws.

(g) Mandatory content. Each publication must contain specific information as set forth in Section 3105 of Title 74 of the Oklahoma Statutes, and provided by Design Services.

(h) Revisions of existing materials. The requesting unit:

(1) marks changes directly on a printed copy of any materials that are to be revised or, when changes are extensive;
(2) marks the points where changes occur and sends an electronic copy of the text; and
(3) submits Form 23PU083E and attachments to Design Services.

(i) Statistics. The requesting unit provides signed approval by the administrator of the DHS Office of Planning, Research and Statistics (OPRS) for annual reports and summaries that contain statistics.

(j) Reviews for compliance.

(1) The Office of Intergovernmental Relations and Policy (OIRP) reviews each publication for compliance with the requirements of the Administrative Procedures Act and existing DHS policy and DHS Enterprise Styles and Standards, per DHS:2-31-28.
(2) Design Services reviews materials for compliance with the agency's communications standards and policies.