Library: Policy

OKDHS:2-37-5. Office of Communications

Revised 8-1-14

(a) Public education campaigns.  The Office of Communications coordinates public education campaigns, including production and distribution of public service announcements, media releases, media packets, and other educational materials.  Campaigns must have the Director of Human Services (Director), Communications and Community Relations director, office or program director or administrator, or area director approval.

• (1) The requesting office or program must involve the Office of Communications staff in planning, at least six months prior to the start of a media or public education campaign.

• (2) Support materials are coordinated and ordered through the Oklahoma Department of Human Services (DHS) Support Services Design Services.

• (3) All requests or proposals for public education and public service campaigns are coordinated by the Office of Communications in conjunction with the requesting office or program.

(b) Proclamations.  Requests for Governor's proclamations and citations must be received by Office of Communications four weeks prior to a scheduled event.  Failure to allow the designated amount of time may lead to the delivery of the proclamation after the event date.

• (1) The assigned Office of Communications communications manager drafts the proclamation based on information from the requesting office or program and obtains approval of the draft from the office or program.

• (2) When the proclamation is signed by the Governor and the Secretary of State, the document is returned to the requesting office or program.

(c) Counsel.  Upon request, the Office of Communications staff meets with office or program staff to provide public relations counsel on current or proposed actions.

(d) County and office visits.  Upon request, the Office of Communications staff coordinates with area directors, county directors, and office administrators to schedule regular office visits to discuss media communications.

(e) Special projects.  The Office of Communications provides vital support to all DHS offices or programs, and special projects operating units that involve public education campaigns or media coverage.

(f) Media editorial board visits.  The Office of Communications schedules visits for the Director and other appropriate DHS representatives to meet with news media editorial boards in matters related to DHS.

(g) DHS logo color and usage guidelines.  The DHS logo is approved by the Director and its use is monitored and administered by the Office of Communications per the DHS Logo Style Guide.

(h) Questionable or incorrect use of the DHS logo.  Any questionable or incorrect use of the DHS logo is reported to the Office of Communications.  In the event of a violation, DHS through a designated official, requests the entity cease use.  Failure to cease the use is reported to DHS Legal Services for appropriate action.

(i) Correction of inaccurate information.

• (1) Inaccurate information, whether distributed by DHS staff or news media, is referred to the Office of Communications.

• (2) DHS responses to inaccurate information are cleared through the Office of Communications prior to release to the media or other public officials.