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5 <br /> APPENDIX A—ORANGE COUNTY DEPARTMENT ON AGING COMMUNICATIONS PROCEDURE <br /> 1. Master Communications Outlook Calendar: For all "public"communications, i.e. brochures, press releases, <br /> public service announcements,flyers,post cards, etc. <br /> o Beverly will establish and maintain an Outlook Master Aging Communications Calendar coordinating <br /> OCDoA public communications. <br /> ■ Public communication requests must be submitted to Beverly by the following persons: <br /> • Director(Janice Tyler),Supervisors(Myra Austin, Mary Fraser,Kathie Kearns, Kathy <br /> Porter/Vicki Hill),Senior Center Managers(Terry Colville,Cydnee Sims),and the <br /> Wellness Coordinator(Latonya Brown). <br /> • Accompanied by all supporting information(listed below): <br /> o Program/Event details(who,what,when,where,how,why), photos, media <br /> release(if needed),documents,clipart,date to publish, etc. <br /> • Copy your supervisor on all requests. <br /> 2. Public Communication Request Timeline <br /> o Quarterly planning <br /> • Print Shop Materials(brochures, posters,signs,etc.) <br /> • Deliver to Beverly 4-5 weeks prior to needing and/or event <br /> o Include all details including date needed and supporting information <br /> • Ready for delivery to Carla 3 weeks prior to need/event <br /> • Press Release—Note: must be news worthy, current <br /> • 4 weeks prior to Beverly. <br /> • Carla's deadline is 3 weeks prior to release <br /> ■ Calendar of Events <br /> • Senior Center Manager/Wellness Coordinator determine what events to highlight per <br /> month at each Center.Sends list with event/program details for the coming month to <br /> Beverly on the 2nd Friday of each month.Carla will distribute to the appropriate news <br /> venues. <br /> o Another alternative method: Plan quarterly what"Calendar of Events"to <br /> highlight-and give list to Beverly the month before the new quarter <br /> • Public Service Announcement—Carla pays for 4 PSA's per month. PSA's are scheduled by Carla <br /> based on the most news worthy,timely,and distributed among County departments. <br /> • Quarterly:send to Beverly(at least 4 weeks prior to need/event)who,what, <br /> when,where,why <br /> • Carla will write the script for the PSA <br /> • Website <br /> • Posting requests 5 business days in advance <br /> • Include start/end dates for postings <br /> • Include attachments, photos,etc. <br /> • Photos must include media release if they were not taken at a public event <br /> • Images/clipart must not be copyrighted <br /> • Social Media <br /> • Posting permissions include Director,Supervisors,Communications Coordinator, <br /> Johnson Intern,Sr. Center Managers,and Wellness Coordinator <br /> • After launch of Facebook page the Johnson Intern will maintain the site <br /> • Must be pertinent information and department/aging related <br /> • Katherine Leith's Editorial Article <br /> • Send to Myra for approval and cc Beverly <br /> • Listsery(Newsletter) <br /> • Johnson Intern sends"submit an article" notices,checks emails and maintains list <br /> o Myra checks and approves newsletter for distribution <br />