COMMENT DUE DATE:
March 9, 2009
DATE:
February 25, 2009
Mary Gail Foster SSD (405) 962-1717
Dena Thayer PMU Manager (405) 521-4326
Pat McCracken PMU Specialist (405) 522-1017
RE:
Non-APA WF 09-C
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is 3-15-09.
CHAPTER 2. ADMINISTRATIVE COMPONENTS
Subchapter 21. Departmental Services Unit
Part 9. Publications Design Services
OKDHS:2-21-150 through OKDHS:2-21-152 [AMENDED]
OKDHS:2-21-156 through OKDHS:2-21-157 [AMENDED]
SUMMARY:
OKDHS:2-21-150 is revised to change the name from Publications Section to Design Services.
OKDHS:2-21-152 is revised to:(1) change the name from Publications Section to Design Services; (2) reflect current Design Services procedures; (3) identify special standards that apply to informational materials; (4) add language regarding Web versions of material; and (5) add language removed from Section OKDHS:2-21-157 regarding business cards.
OKDHS:2-21-156 is revised to: (1) change the name from Publications Section to Design Services; and (2) reflect current Design Services procedures;.
OKDHS:2-21-157 is revised to: (1) delete the requirement for the Office of Communications to approve requests for informational materials; and (2) move language regarding business cards to OKDHS:2-21-152.
SUBCHAPTER 21. DEPARTMENTAL SERVICES UNIT
PART 9. PUBLICATIONS DESIGN SERVICES
OKDHS:2-21-150. Publications Section Design Services purpose and scope
Revised 9-1-06 3-15-09
(a) Purpose.The purpose of the Oklahoma Department of Human Services (OKDHS) Support Services Division Departmental Services Unit (DSU) Publications Section Design Services is to develop, produce, and circulate accurate, and cost-effective, printed and audiovisual informational materials for internal and external use in support of the OKDHS mission.
(b) Scope.DSU Publications Section policy applies Design Services regulations apply to all OKDHS publications materials, including annual and special reports, booklets, displays, leaflets, newsletters and other periodicals, pamphlets, posters, scripts, slide presentations, and videotapes videos.
OKDHS:2-21-152. Publications Section Design Services
Revised 9-1-06 3-15-09
(a) Responsibility.The Oklahoma Department of Human Services (OKDHS) Support Services Division (SSD) Departmental Services Unit (DSU) Publications Section develops publications for training and public information.
(ba) Services available.
(1) Consulting.The DSU Publications Section 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.The DSU Publications Section Design Services provides writing services as necessary to help customers communicate their message effectively.
(3) Editing.The DSU Publications Section Design Services edits all manuscripts for accuracy and readability.The Publications Section provides a hard copy of the document to customers with changes marked for review.Criteria include:
(A) content that supports the mission of OKDHS and the agency’s communications policies;
(AB) writing and graphics clearly understandable to understood by the intended audience;
(BC) style consistent with industry standards;
(CD) language appropriate to the subject and audience; and
(DE) 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.The DSU Publications Section 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 publication materials for the customer's review.The consult‑review process continues with the customer to produce a satisfactory product.
(B) Finished publication materials.The graphic artist prepares a finished version of the publication materials.The DSU Publications Section 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 Web Content unit.
(5) Photographic services.The DSU Publications Section Design Services provides or obtains photography services.
(6) Business cards.Business cards are printed for OKDHS employees via Form 23PU134E, Business Card Order Form, submitted to Design Services.Only the 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.
(cb) Planning for services.The requesting unit initiates a planning meeting with the DSU Publications Section Design Services before beginning any major project.
(dc) Requests for services.Services are requested by completing Form 23PU083E, Editorial, Graphics and Photo/Video Production Form, and submitting the form to the OKDHS Office of Communications Design Services manager.The Office of Communications approves publication requests before they are submitted to the DSU Publications Section for production.
(1) The appropriate division director or designee reviews and authorizes each Form 23PU083E.
(2) The requesting unit provides text electronically for publications requested materials.
(ed) Timelines.The DSU Publications Section Design Services acknowledges requests for service services within three working days.Acknowledgment may include a request for a planning conference if necessary.
(fe) Client permission. A unit that requests a publication 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 the DSU Publications Section Design Services.
(gf) Copyrights.The requesting unit is responsible for securing permission to reprint copyrighted material, in whole 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.The DSU Publications Section Design Services staff does not duplicate materials in violation of copyright laws.
(hg) Mandatory content.Each publication must contain specific information as set forth in Section 3105 of Title 74 of the Oklahoma Statutes, and provided by DSU Publications Section Design Services.
(ih) Revisions of existing publications materials.The requesting unit:
(1) marks changes directly on a printed copy of a publication any materials that is are to be revised or, if changes are extensive;
(2) marks the points where changes occur and sends an electronic copy of the text electronicallyalong with Form 23PU083E; and
(3) submits Form 23PU083E and attachments to the Office of Communications Design Services.
(j) Reprinting publications.Appropriate authorization is required to reprint an OKDHS publication.The Office of Communications notifies the division responsible for the publication to confirm the need for reprinting.
(ki) Statistics.The requesting unit provides signed approval by the administrator of the OKDHS Office of Planning, Research, and Statistics (OPRS) for annual reports and summaries that contain statistics per OAC:340:2-31-10 and OKDHS:2-31-35.
(lj) Reviews for compliance.
(1) Office of Legislative Relations and Policy (OLRP) reviews each publication for compliance with the requirements of the Administrative Procedures Act and existing OKDHS policy per OKDHS:2-31-28.
(2) The Office of Communications Design Services reviews each publication materials for compliance with Office of Communications the agency’s communications standards and policies.
OKDHS:2-21-156. Payment for publications services design services
Revised 9-1-06 3-15-09
(a) Payment for services.Oklahoma Department of Human Services (OKDHS) locations are not charged for publications or audiovisual services performed materials produced by the Support Services Division (SSD) Departmental Services Unit (DSU) Publication Section Design Services unless:
(1) they require special-order items that are not routinely stocked; or
(2) the request exceeds the usual and customary services offered by the DSU Publications Section Design Services.
(b) Special-order and non-stocked supplies.The OKDHS unit requesting special‑order items provides the SSD Contracts and Purchasing Unit with funding codes for the purchase of special items or contracted services.
(c) Vendor contracts.Projects recommended for contract with outside vendors must be secured in accordance with OAC 340:2-13.The requesting division is responsible for the costs of all approved special purchases, products, and services supplied by outside vendors.
(d) Private organizations.OKDHS is prohibited from bearing the cost of printing materials for private organizations.If there is specific policy in which printing of documents for a private organization is an integral part of a specific OKDHS program, the chief officer or division director of that program may approve the project.A copy of the relevant policy is attached to Form 23PU083E, Editorial, Graphics and Photo/Video Production Form.
(e) Reimbursement.Publications may be produced for other entities, either governmental or private, when OKDHS is reimbursed for the costs under uniform rates established by the Oklahoma Commission for Human Services.The DSU Publications Section Design Services undertakes these projects only as priorities allow.These projects require approval by a production oversight team of representatives from the DSU Publications Section and the SSD director.
OKDHS:2-21-157. Printing services
Revised 9-1-06 3-15-09
Oklahoma Department of Human Services (OKDHS) forms and other material materials required by OKDHS are printed and distributed by the OKDHS Support Services Division Departmental Services Unit (DSU) Print Shop or DSU Copy Center.This includes numbered memos, recruitment announcements, newsletters, conference related materials, and any miscellaneous bulletins or announcements specific to OKDHS locations.The DSU Print Shop or DSU Copy Center prints administrative rules, policy, booklets, pamphlets, periodicals, reports, forms, posters, cards, manuals, and envelopes issued by OKDHS.
(1) Request for printing.An approved Form 23PU114E, Reproduction Request, is submitted to the DSU Print Shop or DSU Copy Center to request printing services.
(2) Forms.Approval from the Office of Planning, Research, and Statistics (OPRS) is required to print new or revise existing OKDHS forms, per OKDHS:2-31-28.
(3) New publications materials.Procedures to request printing of a new publication materials are outlined in OKDHS:2-21-152.
(4) Special printing needs.If a request requires paper of a weight, size, or color not carried in stock, the requesting OKDHS location is responsible for all costs or for furnishing supplies necessary to complete the job.
(5) Business cards.Personalized business cards are printed for OKDHS employees via Form 23PU134E, Business Card Order Form, submitted to the DSU Publications Section.
(65) Copyright.The DSU Print Shop and DSU Copy Center adhere to copyright laws.Copyrighted documents are not reproduced without written permission from the copyright source.
