June 2004

FISHERIES AND OCEANS CANADA PUBLISHING POLICY AND PROCEDURES

June 2004

June 25, 2004

Fisheries and Oceans Canada Publishing Policy, June 2004

PUBLISHING POLICY AND PROCEDURES OF FISHERIES AND OCEANS CANADA (Publié aussi en français sous le titre Politique et procédures d’édition de Pêches et Océans Canada)

Table of Contents

SECTION ONE: PUBLISHING POLICY

4

Purpose of Section One

4

Policy Statement

4

Application and Authority

4 4 4 5 5

Who the Policy Applies To Who Has Responsibility Items Covered Under the Policy Items Not Covered Under the Policy

How to Use Section One

5

Policies and Guidelines Applying to Publishing

5 5 5 6 6 6 7 7 7 7 8 8 8

Communications Policy of the Government of Canada Alternative Formats Common Look and Feel for the Internet: Standards and Guidelines Copyright Depository Services Program Fair Communications Practices Federal Identity Program Film, Video and Multimedia Productions Guide for the Production of Fisheries and Oceans Canada Reports No-frills Publishing Official Languages Privacy Protection

Enquiries about this Document

8

Effective Date

8

SECTION TWO: PUBLISHING PROCEDURES

9

Purpose of Section Two

9

Application and Authority

9 9 9

Who Must Follow the Procedures Categories of Publications Covered Under the Procedures

Procedures Step by Step 1. Planning a Publication Including it in the Departmental Publishing Plan Completing the Publishing Form Planning Audio-Visual Documents 2. Writing 3. Alternative Formats 4. Assembling Visuals and Sound 5. Editing 6. Getting Approvals

10 10 10 11 12 12 13 14 14 14 2

Fisheries and Oceans Canada Publishing Policy, June 2004 7. Translation 8. Design 9. Preparing the Colophon Page 10. Registering in the National Publication Database 11. Securing Design Approval and Compliance Check 12. Producing Audio-Visual Documents 13. Focus Group Testing 14. Printing 15. Distribution Posting Electronic Publications Mandatory Distribution Access DFO Distributing to Target Audience 16. Storage 17. Archiving 18. Feedback and Evaluation 19. Assessment of Ongoing Relevance and Accuracy

15 15 16 17 18 18 19 19 20 20 21 21 22 22 22 22 23

Appendix A: Departmental Publishing Plan

24

Appendix B: Publishing Form

25

Appendix C: Publishing Checklist

27

Appendix D: Privacy Protection Release Form

30

Appendix E: Definitions

31

3


SECTION ONE: PUBLISHING POLICY Purpose of Section One The purpose of this section of the document is to state the policies and guidelines that all employees of Fisheries and Oceans Canada (DFO) involved in producing publications must follow to ensure the quality and effectiveness of DFO publications. Fisheries and Oceans Canada has an obligation to explain its policies, programs, services and initiatives to Canadians. Moreover, there is a clear demand from Canadians for such information. There is also a need to promote awareness among DFO employees of initiatives which affect the direction of the department and, more particularly, their own situations, interests and prospects. Publishing is an important part of DFO’s communications approach. The department must be able to use many different formats and media to keep up with technology and consumer needs. DFO must also have the expertise to choose the best medium for each publication’s objectives and audience. The policies and guidelines will be implemented through the procedures set out in Section Two of this document.

Policy Statement It is the policy of Fisheries and Oceans Canada to ensure that the department’s publications conform to the Communications Policy of the Government of Canada and related acts, policies and guidelines.

Application and Authority Who the Policy Applies To This policy is issued in accordance with the Communications Policy of the Government of Canada and applies to all DFO employees involved in producing publications, in all sectors and regions of the department. The Communications Policy of the Government of Canada assigns responsibility of departmental publications to the Head of Communications, in this case, the Director General of Communications. Note: The content of scientific publications will remain the responsibility of Science Sector. Format and distribution of such scientific publications will comply with the policies and practices of the authority publishing the series, book, or report in which the publication appears. For publication series of scientific and technical documents produced by Science, format and distribution policies will be developed in close consultation with Communications Branch. Who Has Responsibility Responsibility will be exercised in different ways for different categories of publications, ranging from direct management and approval, to quality checks and monitoring the implementation of the policy. The different categories of publications are described in Section Two: Publishing Procedures. The responsibilities of the different sectors and regions in relation to the various steps involved in publishing are identified in Section Two: Publishing Procedures. The term “OPI” is used to identify the Office of Primary Interest, or in other words, the sectoral or regional office that is taking the lead role in producing a publication.

4

Fisheries and Oceans Canada Publishing Policy, June 2004 Items Covered Under the Policy For the purposes of this policy, the term publication includes all publications, regardless of medium, intended for external or internal audiences. This includes anything produced in hard copy, electronic, audio-visual or other format, such as: books booklets pamphlets brochures kit folders

flyers newsletters reports posters videos

Items Not Covered Under the Policy The policy specifically excludes: advertising (covered under separate guidelines) policy and procedure manuals slides memoranda letters certificates speeches

presentations news releases backgrounders web sites (subject to Common Look and Feel and to DFO’s Departmental Brand as outlined in the Graphic Design Standards Manual) promotional items, such as t-shirts, bookmarks, mugs, mouse pads, caps, lapel pins, etc.

How to Use Section One The policies and guidelines described below are the ones most relevant to DFO publishing. A summary of the Communications Policy of the Government of Canada is provided first. The other federal policies described are listed in alphabetical order by name or area of impact.

Policies and Guidelines Applying to Publishing Communications Policy of the Government of Canada The purpose of the Communications Policy of the Government of Canada is to ensure that communications across the Government of Canada are well co-ordinated, effectively managed and responsive to the diverse information needs of the public. This publication is available on the Internet at http://www.tbs-sct.gc.ca, under Policies and Publications. Alternative Formats People with disabilities are entitled to the same rights as the population as a whole. Both the Canadian Charter of Rights and Freedoms and the Human Rights Act prohibit discrimination based on mental or physical disability. One right to which we are all entitled is the right to access to information. The Communications Policy of the Government of Canada requires all federal departments to make their publications available in alternative formats to persons with disabilities, on request and within a reasonable time frame. It is good practice to make publications aimed for wide distribution available in alternative formats upon release.

5

Fisheries and Oceans Canada Publishing Policy, June 2004 Many people with disabilities, particularly people who have sensory disabilities (vision and hearing), require alternative formats beyond conventional print and video so they can access information. Examples include audiocassettes, Braille, captioning, large print and sign language. Canadians with low literacy levels and cognitive or physical challenges may also require information published in alternative formats such as audio tapes. The Treasury Board Secretariat has produced guidelines entitled How to Provide Alternative Formats and Alternative Formats – Access for All (http://www.tbs-sct.gc.ca, under Policies and Publications), which should be consulted and followed when preparing publications at DFO. Common Look and Feel for the Internet: Standards and Guidelines All federal institutions must manage their web sites in accordance with the Common Look and Feel for the Internet: Standards and Guidelines promulgated by the Treasury Board. The Common Look and Feel (CLF) standards are designed to ensure that: all Canadians, regardless of ability, geographic location or demographic category, have equal access to information on Government of Canada web sites. web sites of all federal departments share the same visual identity, so that they are recognizable as part of the Canadian federal government. Details on CLF are available at http://www.cio-dpi.gc.ca/, under Common Look and Feel for the Internet. Also, acording to the Communications Policy of the Government of Canada, all printed material published by an institution of the Government of Canada for public dissemination must be published concurrently on the Internet. Therefore, all hard copy external publications must be produced in an electronic format as a web page or sub-site on the DFO Internet. While not mandatory for internal publications, it is good practice to place these concurrently on the Intranet as well. Copyright Fisheries and Oceans Canada must comply with the Copyright Act and ensure that ownership rights associated with works subject to copyright are fully respected. On the other hand, a company or individual wishing to reproduce material from a DFO publication, regardless of the medium, must receive written permission from the Crown Copyright Administration Office at PWGSC for priced publications or from the Copyright Officer at DFO (Manager Operations in Communications Branch at Headquarters) for free publications. More information on copyrights is available at http://cgp-egc.gc.ca/pubindex-e.html, under Crown Copyright. Depository Services Program Under the Depository Services Program (DSP) (http://dsp-psd.communication.gc.ca), selected public and academic libraries, Parliamentarians, central libraries of the federal government, press libraries, the National Library of Canada and the Library of Parliament agree to accept, catalogue and provide reference services for federal government publications. The DSP is managed by PWGSC, and is an efficient way of meeting legal obligations to ensure public access to government information. All government departments and agencies subject to the Communications Policy of the Government of Canada must participate in the DSP.

6

Fisheries and Oceans Canada Publishing Policy, June 2004 Fair Communications Practices DFO must ensure that the diverse nature of Canadian society is depicted in publications in a fair, representative and inclusive manner, and that content is sensitive to differences among the various regions of Canada. This helps ensure that the needs and interests of local and regional populations are reflected and addressed. Departmental publications must also respect Treasury Board policies on fair communications practices. These require: the elimination of sexual stereotyping; the fair and representative depiction of all individuals in relation to race, ethnic origin, or disability; and the use of special measures (e.g., alternative formats or additional languages) to reach disabled persons and multicultural communities. Texts must be gender neutral, and minority groups and disadvantaged groups should be adequately represented. Federal Identity Program The Federal Identity Program (FIP) (http://www.tbs-sct.gc.ca, under Policies and Publications) manages the federal government’s corporate identity. FIP was established to ensure a consistent appearance for all federal organizations, programs and services, and to ensure that both official languages are handled in the same way in federal government communications. Fisheries and Oceans Canada manages its corporate identity within the framework of FIP. Corporate identity considerations must be addressed whenever DFO communicates, whether alone, in partnership with non-federal organizations, or as part of initiatives with other federal organizations. The DFO signature and Canada Wordmark are displayed in Section Two: Publishing Procedures. Electronic samples of these images are available on the Communications Branch Intranet site at http://intra.dfo-mpo.gc.ca/IntraCom/fip/fip_e.htm. Film, Video and Multimedia Productions All film, video and multimedia productions, whether for internal use or public consumption, must comply with the requirements of the Federal Identity Program, the Copyright Act, the Official Languages Act, the National Library Act and the Treasury Board Common Services and Contracting policies. The production, distribution and evaluation of motion picture films, videotapes, television programs, interactive videodiscs, and multimedia productions must be contracted through Public Works and Government Services Canada (PWGSC). PWGSC ensures the integrity of the contracting process between institutions and private or public sector producers. It oversees contracting, quality control and storage services, while institutions handle all other aspects of project management. Guide for the Production of Fisheries and Oceans Canada Reports The Guide for the Production of Fisheries and Oceans Canada Reports details the required format for publishing print and electronic versions of Fisheries and Oceans Canada reports. In addition, it outlines the procedures for the preparation and distribution of these reports.

7

Fisheries and Oceans Canada Publishing Policy, June 2004 Designed primarily to assist authors in preparing reports for Fisheries and Oceans Canada, it contains information on the basic parts of a report including examples of covers, title pages, colophons, citations, abbreviations, and bibliographic references. No-frills Publishing It is the policy of the federal government to publish documents in the most cost-effective and environmentally friendly manner possible. This no-frills policy calls for the elimination of non-essential publications and for a departmental review of current practices and methods of providing information. Treasury Board guidelines, Planning Information Products: Effective, No-frills Publishing Practices (http://www.tbs-sct.gc.ca/, under Policies and Publications) indicate ways in which departments can reduce costs. Official Languages The purpose of the Official Languages Act is to “ensure respect for English and French as the official languages of Canada and ensure equality of status and equal rights and privileges as to their use in all federal institutions.” In practical terms, this means that a document must be published simultaneously in both languages. It also means that text must be of comparable quality in both languages, and that messages must be as clear in one language as in the other. The visual presentation must be comparable, according to the logic of the language: similar font and size of characters; graphics, headings and sub-headings of the same size. Also, each version must clearly indicate that the document is available in the other official language. When bilingual text is presented side-by-side in DFO publications, the English text appears in the left column and the French text appears in the right column, except for publications aimed specifically for Quebec, where the reverse is applied. Privacy Protection Fisheries and Oceans Canada and its representatives must ensure that all precautions are taken to respect and not perturb anyone whose photograph is reproduced in its publications. This includes photographs in all forms and media (paper, electronic, multi-media, television, etc.) It does not include composite or distorted representations. Therefore, each time the photograph of a person is to be reproduced in its publications, DFO must first obtain the consent of that person. A release form to this effect (Appendix D – Privacy Protection Release Form) must be completed by both parties before any use of the photograph by the Department.

Enquiries about this Document Any questions relating to these policies, or their interpretation, should be addressed to the Manager Multimedia in Communications Branch at Headquarters.

Effective Date This policy takes effect on June 25, 2004. It replaces Fisheries and Oceans Canada’s Publishing Policy for Public Information Publications and Scientific and Technical Information Publications, 1986.

8


SECTION TWO: PUBLISHING PROCEDURES Purpose of Section Two The purpose of this section of the document is to ensure that all DFO employees involved in producing publications follow consistent procedures to implement the publishing policies, in order to ensure the quality, effectiveness, and consistency of all DFO publications.

Application and Authority Who Must Follow the Procedures These procedures apply to all DFO employees involved in producing publications, in all sectors and regions of the department. The Communications Policy of the Government of Canada assigns responsibility of departmental publications to the Head of Communications, in this case the Director General of Communications. The procedures related to each of the steps involved in publishing a document are presented in the order they are normally carried out. Procedures are described based on whether an item falls under Category A, B or C (see below), and the text indicates whether the procedure is mandatory or optional. Readers are referred to Appendix C – Publishing Checklist, which is a checklist of items to complete for each project. It summarizes the key steps described in detail in this section. Categories of Publications Covered Under the Procedures This policy establishes three categories of publications. The level of scrutiny, and the extent to which Communications Branch at Headquarters must be involved, changes depending on the impact and potential sensitivity of a publication. The three categories are: Category A - External

Category B - Other Internal

Category C - Other External

Publications produced at Headquarters or in regions and aimed at an external audience: the general public, industry, stakeholders, academia, organizations, etc.

Other internal publications aimed at employees of a specific segment of the department, produced at Headquarters or in regions, and which do not involve key DFO policies, programs, services or decisions affecting employees.

Special publications such as nautical publications, scientific and technical reports, and routine, annual publications.

Category A - Internal

Annual publications include Reports on Plans and Priorities, Departmental Performance Reports, and Annual Reports.

Corporate internal publications produced at Headquarters or in regions on priority DFO policies, programs, services or decisions affecting all employees, and aimed at DFO employees.

The Communications Branch at Headquarters takes a more active role in managing Category A publications, where visibility and potential risks are high, and exercises its functional authority through 9

Fisheries and Oceans Canada Publishing Policy, June 2004 monitoring policy compliance for Categories B and C, where visibility is lower and distribution is limited.

Procedures Step by Step Outlined below are the steps to be followed in the development of any publication at DFO. Except where specifically stated otherwise, each step applies to all types and formats of publications, whether hard copy, electronic, audio-visual or other. For a number of the steps, the assignment of responsibility differs depending on the category of publication. 1. Planning a Publication Proper planning is required to ensure that a publication: is necessary, meets the needs of target audiences, is cost-effective, is related to department and Government of Canada priorities, complies with the various standards, and does not duplicate other departmental products. Good planning will ensure the end product is cost-effective and of high quality. Including it in the Departmental Publishing Plan The first step in the publishing process is identifying the need for the project and including it in the Departmental Publishing Plan (Appendix A). Three times a year, in June, October and January, Communications Branch at Headquarters circulates the call letter for input to the plan, along with a template for entries, to all Departmental Management Committee (DMC) members, who, in turn, respond with an identification of all anticipated publications they will lead for the upcoming planning period. Once input has been received from the sectors and regions, the Departmental Publishing Plan is updated and maintained by Communications Branch at Headquarters. Every effort should be made to anticipate requirements for publications and to include them in the plan. However, in some cases it may be difficult to anticipate all required publications. If the deadline for the plan is missed, notice of the requirement should be provided to Communications Branch at Headquarters as early as possible. The Departmental Publishing Plan helps the department anticipate workload issues, ensure that necessary resources are available, improve coordination among the sectors and regions, and avoid duplication. The completed plan may be viewed online on the Communications Branch Intranet site at http://intra.dfo-mpo.gc.ca/IntraCom/publication/index_e.asp.

10


Task

Category A

Category B

Category C

Circulate call letter for Departmental Publishing Plan

HQ Comm

HQ Comm

HQ Comm

Provide input for Departmental Publishing Plan

OPI

OPI

OPI*

Create and maintain Departmental Publishing Plan

HQ Comm

HQ Comm

HQ Comm

*Excluding scientific and technical reports Completing the Publishing Form A publishing form (Appendix B – Publishing Form) must be completed for all proposed Category A publications, regardless of medium. The publishing form ensures proper planning and budgeting by requiring the OPI to identify the editorial and technical requirements for a proposed publication. Once the OPI has completed the form, the sectoral/regional Communications advisor will then consult the Departmental Publishing Plan to avoid duplication, and will help the OPI consider if the proposed publication is the most appropriate way to inform the intended audience. It is mandatory for the form to be reviewed by the Communications advisor when it involves a Category A publication. Once the publishing form is finalized, the Communications advisor will submit it for approval to the Regional Director of Communications (RDC), or the DG, Communications in Headquarters. Upon approval, the RDC or DG, Communications will assign a Communications publishing advisor to assist the OPI in the production of the publication. The publishing form also assists employees and contractors to understand the editorial and technical requirements of the publication throughout the publishing process. This process is also essential to identify requirements for Internet publishing. For Category A publications, it is highly recommended that OPIs evaluate, through consultation with Communications, specific web publishing requirements; maximizing the effectiveness of their objectives and products via the web will require additional attention. For Category B publications, OPIs are encouraged to consult the Departmental Publishing Plan and to use the publishing form to help them plan their publications. However, completing the form and meeting with a Communications advisor is not mandatory. At this stage, PWGSC must also be notified of any publications that are to be produced for sale. Communications Branch at Headquarters will notify PWGSC of these publications, when informed by the OPI.

11


Task

Category A

Category B

Category C

Complete publishing form

OPI

OPI

N/A

Seek input from Communications advisor

OPI

N/A

N/A

Seek approval from RDC or DG, Comm

Comm

N/A

N/A

Assign Communications publishing advisor

RDC or DG, Comm

N/A

N/A

Notify Communications Branch at Headquarters of publications that are to be produced for sale

OPI

N/A

OPI

Notify PWGSC of publications that are to be produced for sale

HQ Comm

N/A

HQ Comm

Planning Audio-Visual Documents All audio-visual documents, including motion picture films, videotapes, television programs, interactive videodiscs and multimedia productions, regardless of category, must be contracted through PWGSC. Once a contract is in place, the production company will meet directly with the Communications publishing advisor and OPI for Category A publications, or just the OPI for Category B and C publications, to discuss requirements and to begin work. Production companies are usually involved in the production of an audio-visual document throughout the process. Typically, they will help with many of the required steps, including writing the text and/or scenario, hiring actors, and shooting and editing video. Task

Category A

Category B

Category C

Coordinate contracting of production company through PWGSC

Comm

OPI

OPI

Meet with production company to discuss requirements and begin work

Comm and OPI

OPI

OPI

2. Writing The vast majority of publications have a text component, whether presented in a medium such as a pamphlet or poster, or included as a voiceover or text treatment in an audio-visual document. Exceptions include publications such as posters without text, and audio-visual documents without voiceovers or text treatments. In these latter cases, a scenario explaining the proposed graphic and/or audio treatment in the publication needs to be developed. For all publication categories, writing is the responsibility of the OPI. The text/scenario for a publication can be drafted in-house, or with the help of a consultant. Using a professional writer at this stage, regardless of category or medium of publication, may significantly reduce the amount of editing that is required later in the process. Communications maintains a list of professional writers for this purpose.

12

Fisheries and Oceans Canada Publishing Policy, June 2004 For audio-visual documents, the selected production company may provide this service, subject to the particulars of the contract. In special cases, and based on workload, some highly visible Category A publications may be written by either Headquarters or Regional Communications (depending on whether the publication is national or regional in scope). When a text/scenario is being written by an external writer, it is the responsibility of the OPI to coordinate with the writer. Where the services of an external writer are used, regardless of the category of publication, the costs are to be borne by the OPI, and should have been identified in the budget on the publishing form. Information to be included in the text/scenario for a publication should be timely and accurate, and should respond to the information needs of the target audience. The information, facts, statistics, etc. are to be provided by the OPI. Every effort should be made to provide the writer with all relevant information before drafting begins, as this will help avoid delays and extra costs. Text must be clear, relevant, objective, and easy to understand, and use plain language and proper grammar. Care should also be taken to respect Fair Communications Practices. Text for all publications in Categories A and B, and some publications in Category C, must be written according to The Canadian Style guide. Copies of the guide can be obtained at most libraries or at http://termiumplus.translationbureau.gc.ca/ , under Resources. Scientific and technical reports and nautical publications are excepted due to the technical nature of the documents. Where the writer is not the OPI, the text/scenario may travel between the writer and OPI until all required revisions are made. The text/scenario should only proceed to the editing stage once a final draft has been completed. Task Provide information for the text/scenario Coordinate the drafting of text/scenario

Category A

Category B

Category C

OPI

OPI

OPI

If OPI or external writer writes: • OPI

OPI

OPI

Comm

Comm

If Comm writes: • Comm Maintain list of professional writers

Comm

3. Alternative Formats The Treasury Board Secretariat has produced guidelines entitled How to Provide Alternative Formats and Alternative Formats – Access for All, which should be consulted and followed for the purposes of publishing at DFO.

13

Fisheries and Oceans Canada Publishing Policy, June 2004 4. Assembling Visuals and Sound Photos, graphics, and audio and video footage that the OPI intends to use in the publication must be gathered in both official languages (if applicable), and all copyright and privacy issues addressed. The photos, graphics, and audio and video footage are to be provided to the designer when the design stage begins. This step is the responsibility of the OPI for all categories of publications. However, Communications may provide advice, if requested, as to where pictures and graphics may be obtained, and how ownership issues can be addressed. Task

Category A

Category B

Category C

Assemble photos, graphics, and audio and video footage*

OPI

OPI

OPI

Confirm legal right to use selected material*

OPI

OPI

OPI

*Communications will assist with both of the above tasks on request from the OPI. 5. Editing Editing is a process of checking and, where necessary, revising text so that it is of acceptable quality. All text for publishing, regardless of medium, must be reviewed by an editor to ensure it is clear, objective, straightforward and concise. Scenarios for publications that do not have a text component do not require editing. Editing includes a review of grammar, syntax, style, terminology and consistency; spelling; accuracy of cross-references, footnotes, graphics, tables, etc.; the use of plain language and elimination of jargon; and the use of fair communications practices to avoid stereotyping. All Category A publications must undergo professional editing. Communications maintains a list of professional editors for this purpose. For Category B and C publications, the OPI may contract an editor from this list, or from another source, or use in-house expertise. Costs for external editors are to be borne by the OPI, and should have been included in the budget on the publishing form. Task

Category A

Category B

Category C

Coordinate editing of text

OPI

OPI

OPI

Maintain list of editors

Comm

Comm

Comm

6. Getting Approvals All publications, whether internal or external, and regardless of medium, must be carefully reviewed and approved by the appropriate authorities. Approval of the text/scenario from all required levels must be obtained prior to the design stage, to reduce the possibility of wasting resources. The general intent is to focus greatest scrutiny on publications of greatest importance and sensitivity, and to allow more flexibility with regard to lower-impact publications. The approval trail for the text/scenario of each category of publication is as follows:

14


Category A 1. Communications advisor 2. Director, Public Affairs, HQ Comm / Regional Director of Communications 3. OPI project leader 4. OPI Director or DG 5. OPI RDG / ADM 6. DG, Comm 7. Deputy Minister 8. Minister (for external)

Category B

Category C

1. OPI project leader 2. OPI Director or DG 3. OPI RDG / ADM


For Category A publications, the Communications advisor will coordinate approvals. For Categories B and C, the OPI is responsible for coordinating approvals. Task Coordinate approval of text/scenario

Category A

Category B

Category C

Comm advisor

OPI

OPI

7. Translation Most publications must be produced in both official languages. To ensure quality, professional translation is mandatory. There are numerous independent translators, in addition to the Translation Bureau, who provide translation services. For Category A publications, the OPI will contract a professional translator. For all publication categories, translation coordination and associated costs are the responsibility of the OPI. The translated text must be checked for quality, and edited, if required. The editor should be a different individual than the translator, in order to get an impartial opinion on the quality. All Category A publications must undergo this quality check and editing. Communications maintains a list of professional editors for this purpose. For Category B and C publications, the OPI may contract an editor from this list, or from another source, or use in-house expertise. When the services of an external editor are used, the associated cost is to be borne by the OPI. Task

Category A

Category B

Category C

Coordinate translation

OPI

OPI

OPI

Coordinate editing of translated text

OPI

OPI

OPI

Maintain list of translators

Comm

Comm

Comm

8. Design The graphic design of a publication directly affects the cost and appearance of the end product. OPIs should consult with Communications to ensure their design adheres to Federal Identity requirements and to DFO’s Departmental Brand as outlined in the Graphic Design Standards Manual. The vast majority of hard copy publications should be professionally designed. Specifically, Category A publications, and most Category B and C publications, should be designed by a professional graphic 15

Fisheries and Oceans Canada Publishing Policy, June 2004 designer. Exceptions may include Category B publications with limited distribution, and nautical publications and scientific and technical reports, where in-house technical expertise and/or templates are key. Desktop-published, hard-copy documents typically lack the production quality of documents prepared with professional equipment. Mass production of such documents is possible, but at lower quality and higher printing cost than professionally produced documents. Design and layout for Category A publications, regardless of medium, will be coordinated by the OPI with guidance from the Communications publishing advisor. The associated costs are to be borne by the OPI. Design and layout for Category B and C publications are also coordinated by the OPI. Most French text is approximately 10-15 percent longer than English text. This should be kept in mind where space is an issue — in a bilingual tumble brochure, for example. Both French and English texts must be treated the same, and all graphic elements and fonts must be of comparable size in both languages. The design must take into account the various Government of Canada policies and guidelines related to publications, including Planning Information Products: Effective, No-frills Publishing Practices, the Federal Identity Program (FIP) and Common Look and Feel for the Internet: Standards and Guidelines for the web version. Task Coordinate design and layout services

Category A OPI/Comm

Category B OPI

Category C OPI

The following symbols are used to express Fisheries and Oceans Canada’s corporate identity: • Fisheries and Oceans Canada’s signature

• Canada ”Wordmark”

In addition, the Deputy Minister has approved the use of the heraldic crests for the Canadian Hydrographic Service, Canadian Coast Guard, and Fisheries Management as design elements. The departmental emblem is for internal use only, and only as a design element in accordance with the Graphic Design Standards Manual. To learn how to use Fisheries and Oceans Canada’s corporate identity in communications, refer to the Federal Identity Program Guidelines (http://intra.dfompo.gc.ca/IntraCom/fip/fip_e.htm, under Communications) as well as the Graphic Design Standards Manual. 9. Preparing the Colophon Page The colophon page, usually found at the beginning of a publication, must include the following information:

16

Fisheries and Oceans Canada Publishing Policy, June 2004 “Published by” information: usually the mention “Published by:” followed by the address of the sector responsible for the production of the publication; DFO registration number, which will be provided by Communications Branch at Headquarters when the publication is registered in the National Publication Database (see section 10); ISBN or ISSN, and catalogue number (publications that are produced in both a print and electronic version must have distinct ISBN and ISSN numbers for each version); copyright notice and permission to reproduce notice; title in other languages if separate versions are being produced; URL if the document is available on the web (in print publications); other formats (diskette, CD-ROM, etc.) in which the publication is available. Copyright Notice Canadian Government publications are protected by copyright under the Copyright Act and must therefore contain a notice of copyright. The standard format for the notice is “© Her Majesty the Queen in Right of Canada, year published”, e.g. © Her Majesty the Queen in Right of Canada, 2004. “Permission to Reproduce” Notices “Permission to reproduce” notices must appear in printed publications and electronic works that are available free of charge or for a cost. The following notices are recommended in this document for DFO: “All rights reserved. No part of this information (publication or product) may be reproduced or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, or stored in a retrieval system, without prior written permission of the Minister of Public Works and Government Services Canada, Ottawa, Ontario, Canada K1A 0S5 or at [email protected].” Task Provide ISBN or ISSN, and catalogue number

Category A Comm

Category B Comm

Category C Comm

10. Registering in the National Publication Database Communications Branch at Headquarters maintains a central National Publication Database, which contains a list of departmental publications and information products, their registration numbers and information on their production and inventory. This database assists the department in tracking existing publications, as well as maintaining records of the contracts, costs incurred, and location of publication components. All new departmental publications, regardless of category, must be added to the database. For Category A publications, the Communications publishing advisor ensures the relevant information is added to the database. For Category B and C publications, OPIs must submit required information and Communications Branch at Headquarters will add their publication to the database. To get a DFO registration number and to register a new publication in the National Publication Database, submit the publication information via the html form at http://intra.dfompo.gc.ca/IntraCom/publication/index_e.htm.

17


Task

Category A

Category B

Category C

Request addition to database

Comm

OPI

OPI

Register publications in database and provide DFO registration number

HQ Comm

HQ Comm

HQ Comm

11. Securing Design Approval and Compliance Check After a design for the publication is finalized in consultation with the designer or production company, it must be approved at the appropriate levels. The approval trail for the design of each category of publication is as follows: Category A 1. Communications publishing advisor 2. Director of Services, HQ Comm / Regional Director of Communications 3. OPI project leader 4. OPI Director or DG 5. OPI RDG / ADM 6. DG, Comm

Category B

Category C



A compliance check for official languages, Federal Identity Program, copyrights and cataloguing information must also be undertaken at this stage, as part of the approval process. For Category A publications, Communications Branch at Headquarters will complete this check; Category B and C publications will be completed by the OPI and monitored by Communications. The compliance check is intended to ensure that departmental and Government of Canada policies, directives and guidelines have been respected. Task

Category A

Category B

Category C

Coordinate approvals

HQ Comm

OPI

OPI

Complete compliance check

HQ Comm

OPI

OPI

Monitor compliance check application

N/A

Comm

Comm

12. Producing Audio-Visual Documents Once a script and/or scenario has been approved, the production company will shoot any necessary footage, edit footage, complete voiceovers, and add any necessary text treatments or special effects. The audio-visual document must take into account the various Government of Canada policies and guidelines related to publications, including the Federal Identity Program (FIP). Once a draft is received, the OPI will work with the production company to make any necessary revisions. 18


Task

Category A

Category B

Category C

Produce document according to script and/or scenario

Production company

Production company

Production company

Coordinate with production company to make revisions, as needed.

Comm and OPI

OPI

OPI

13. Focus Group Testing Most publications do not undergo focus group testing. However, for some high profile Category A publications, focus group testing may be a good practice, and cost-effective. Focus group testing provides an opportunity to gauge the opinions and reactions of a sample group of people to a given publication before it is broadly distributed. Formal focus group testing requires contracting the services of an external firm. Focus group testing should be undertaken prior to the printing stage, so that feedback and results obtained can be used to improve the content and design. Communications can provide assistance and guidance on this testing for publications.. However, by definition, Categories B and C are much less likely to undergo focus group testing. Please note that all focus group testing initiatives must be approved and contracted through Public Works and Government Services Canada (PWGSC). Employees who wish to undertake focus group testing should refer to Public Opinion Research in the Government of Canada: An Orientation Guide (http://commnet.gc.ca, under Public Opinion Research). Task Coordinate focus group testing, if required

Category A HQ Comm

Category B HQ Comm

Category C HQ Comm

14. Printing The printer must be provided with the electronic files prepared by the graphic designer. These files must be compatible with software used in the printing industry and must contain all the elements needed for printing, such as colour separations, screens and halftones. If the design was not completed by a professional designer, and the text was produced with word processing software, a print-ready paper version and a mock-up must be provided to the printer. For Category A publications, Communications can provide assistance and guidance on printing. For Category B and C publications, coordinating printing is the responsibility of the OPI. Once documents are sent for printing, it is very difficult to make any changes to the text or graphic layout. Correcting typographic errors at the printing stage is time-consuming and very costly, and therefore best avoided.

Several variables influence the price and other terms of the printing contract. It is important to ensure that the printer’s estimate and contract reflect the final specifications. The following variables have the greatest impact on the price: number of pages, number of copies, paper size or dimensions of the printed document, paper type, inks, binding, proofs, deadlines and delivery.

19

Fisheries and Oceans Canada Publishing Policy, June 2004 Before printing a publication, the printer creates a blueprint of what the publication will look like, to be forwarded to the client for final verification. Blueprints should be checked against the final approved page proofs to ensure that what will be printed looks like what was sent to the printer. Blueprints do not need to be proofread, but they should be reviewed to ensure that all parts of the text are in place. Elements that should be checked include headings, colour separations, image placement, pagination, printing quality, and boldface and italics. Minor changes, such as correcting typographic errors or changing the colour of a heading, may still be made at this stage but may result in higher cost and production delay. Depending on the nature of the project, additional proofs such as colour proofs could also be provided to the client. A comprehensive delivery list giving direction on how and where to deliver the publications must be provided to the printer. This list must include the number of copies, in both official languages, to be delivered to each location. Task

Category A

Category B

Category C

Coordinate printing services

OPI

OPI

OPI

Approve blueprints

OPI

OPI

OPI

Provide delivery list

OPI

OPI

OPI

15. Distribution It is very important that distribution requirements be established by the OPI, in consultation with the Communications advisor if needed, at the planning stage and that a comprehensive distribution list be prepared. Posting Electronic Publications Following the compliance check and all required approvals, the electronic version of the publication must be posted to DFO’s Internet or Intranet. For Category A publications, the timing of posting will be indicated on the publishing form and the extent of content transformation will be identified during the planning phase. For Category B and C publications, the OPI will determine when the publication is to be posted, in consultation with the sectoral/regional webmaster. It is important to keep in mind that, according to the Communications Policy of the Government of Canada, all printed material for public dissemination must be published concurrently on the Internet and must abide by the Common Look and Feel for the Internet: Standards and Guidelines.

20


Task

Category A

Category B

Category C

Provide approved publication to Manager, Multimedia, HQ Comm or appropriate sectoral/regional webmaster

OPI/Communicati ons Advisor

OPI

OPI

Post publication

Manager Multimedia, HQ Comm or Sectoral/regional webmaster

Sectoral/regional webmaster


Mandatory Distribution Distribution must take into account the requirements of the Depository Services Program (DSP), National Library of Canada, and DFO Libraries. Communications Branch at Headquarters will manage this mandatory distribution for publications from all categories, regardless of medium, but must be provided with sufficient copies by the OPI. For electronic publications, Communications Branch at Headquarters will distribute a hard copy print-out of the publication, as well as the URL, to the appropriate organizations. Copies of all DFO publications that have any kind of public distribution – regardless of their content and format – must be supplied to the DSP. The number of copies of a publication required for the DSP varies, depending on the type and nature of the publication. Generally speaking, the DSP requests about 250 copies of a bilingual general interest title; quantities for unilingual English and French publications may be slightly higher when combined. Copies of all posters that contain a significant amount of information, and that have an ISBN and catalogue number, must also be sent to DSP. The Communications publishing advisor or the OPI will contact DSP at (613) 990-5221 to discuss the exact number of copies required. The OPI that originated the publication must absorb the cost of providing the required number of copies to the DSP. In addition to the DSP, 30 copies of all publications must be provided to Communications Branch at Headquarters for distribution to the National Library of Canada and DFO Libraries. Access DFO Access DFO is a series of some 50 sites across Canada that make key hard copy DFO publications available to the public. Sufficient copies of hard copy publications to be distributed through Access DFO must be provided to Communications Branch at Headquarters by the OPI. Task

Category A

Category B

Category C

Provide sufficient information/copies for mandatory distribution and Access DFO

OPI

OPI

OPI

Complete mandatory distribution

HQ Comm

HQ Comm

HQ Comm

21

Fisheries and Oceans Canada Publishing Policy, June 2004 Distributing to Target Audience Copies of printed and audio-visual documents with a broader target audience than the mandatory distribution and Access DFO, will need to be distributed to the target audience identified on the publishing form. The OPI is responsible for completing this distribution. Task Distribute to target audience

Category A OPI

Category B OPI

Category C OPI

16. Storage Copies of publications, and the related components (i.e., electronic printing files and films), will be stored by the OPI. Copies can then be distributed as needed, on an ongoing basis, by the OPI. The publications database will track the location of components. Task Store publication and related components

Category A OPI

Category B OPI

Category C OPI

17. Archiving The responsibilities for archiving publications are as follows: Task

Category A

Category B

Category C

Archive publication (all formats)

DFO Library

DFO Library

DFO Library

Update National Publication Database, as needed

HQ Comm

HQ Comm

HQ Comm

Forward index of publications to PWGSC

HQ Comm

HQ Comm

HQ Comm

18. Feedback and Evaluation DFO often receives feedback on its publications, both solicited and unsolicited. Some OPIs also conduct periodic evaluations of their publications. OPIs are responsible for ensuring appropriate follow-up to any feedback received, or recommendations resulting from evaluations of their publications, and are encouraged to discuss any questions related to communications issues with a Communications advisor. Responding to feedback is mandatory. Conducting evaluations is voluntary. Task

Category A

Category B

Category C

Conduct publication evaluations, as needed

OPI

OPI

OPI

Address feedback and evaluations

OPI

OPI

OPI

22

Fisheries and Oceans Canada Publishing Policy, June 2004 19. Assessment of Ongoing Relevance and Accuracy Both printed and electronic information must be current and relevant. Communications will consult OPIs about publications that seem out of date. All obsolete material, including electronic printing files and films, shall be removed from the web, recycled and/or destroyed, as appropriate. Communications Branch at Headquarters must be informed of any new status of publications in order to update the National Publication Database. Task

Category A

Category B

Category C

Assess relevance and accuracy at least once every six months

OPI

OPI

OPI

Consult OPIs, as needed

Comm

Comm

Comm

Recycle/destroy hard copy and audiovisual publications, as needed

OPI

OPI

OPI

Remove electronic publications from the web, as needed, after consultation with OPIs

Manager Multimedia, HQ Comm


Comm

Inform HQ Comm of publications that are to be revised or removed from circulation

OPI

OPI

OPI

Update National Publication Database, as needed

HQ Comm

HQ Comm

HQ Comm

23


Appendix A: Departmental Publishing Plan Planning Period:

Approval Authority:

Region:

Publication Title:

Subject:

Objective:

Target Audience:

Format(s): Printed Copy Other_______________

Web version

Audio-visual

Estimated release date:

Overall spending estimate:

Contact: Name: Sector: Phone number:

For further information, please contact Kevin Fowler at (613) 990-0183 Please return the completed form to the Communications Branch at Headquarters via the html form at http://intra.dfo-mpo.gc.ca/IntraCom/publication/index_e.asp Fax: (613) 993-8277

24


Appendix B: Publishing Form Publication title: Subject: Intended distribution: Internal Format(s): Printed copy

External Web version

Audio-visual

Other _____________

OPI: Included in Departmental Publishing Plan?

Yes___

No ___

Objective:

Key Messages:

Target audience:

Printed copy publication description (size, number of pages, colour or black and white, etc.):

Number of copies to be printed:____________ (includes ___ for mandatory distribution and ___ for Access DFO) Audio-visual publication description (length, voiceovers, technical notes, etc.):

25


Electronic publication description (number of pages, host web site, technical notes, etc.):

Schedule

Component

Target date

Text Design/Production Complete approvals Printing (if required) Web version Distribution Budget

Task

Estimated cost

Writing Editing Translation Design and layout (and/or audio/visual production) Printing (if required) Web version Distribution Total For further information, please contact Kevin Fowler at (613) 990-0183 Please return the completed form to the Communications Branch at Headquarters via the html form at http://intra.dfo-mpo.gc.ca/IntraCom/publication/index_e.asp Fax: (613) 993-8277

26


Appendix C: Publishing Checklist Project managers may wish to photocopy this list and insert a copy in each working file. Each step can then be checked off as it is completed. Planning Preliminary meeting with the OPI, Communications advisor and publishing advisor Solicit background information to determine the type of product required. Complete the publishing form. Preparation Open a working file. Prepare a production schedule. Assess the human resources required. Writing, Editing and Translation Coordinate the drafting of text (selection of supplier, fund commitment, preparation of contract). Have the text drafted. Obtain client sign-off of the original text. Prepare the preliminary pages. Coordinate the editing of text (selection of supplier, fund commitment, preparation of contract). Have the original text edited. Obtain approvals of the edited text. Coordinate the translation of the approved text (selection of supplier, fund commitment, preparation of contract). Have the approved text translated. Coordinate the quality assurance check of the translated text (selection of supplier, fund commitment, preparation of contract). Submit the translated text for a quality assurance check. Obtain client sign-off of the translated text. Design and Layout Coordinate the design and layout of the publication (selection of supplier, fund commitment, preparation of contract). Organize initial meeting with the OPI, graphic designer and publishing advisor. Request one or two mock-ups. Obtain client sign-off of selected mock-up. Assemble text and visual elements for layout. Obtain permissions to use visuals. Supervise the proofreading and correction of page proofs. Ensure the final quality assurance check takes place. Obtain client sign-off of final proofs. Other Medias Web Versions Consult Manager Multimedia, Communications HQ or sectoral/regional webmaster. Establish/identify requirements for web component. Include any web-specific writing or design elements in project plans. Coordinate release date with Manager Multimedia, Communications HQ or sectoral/regional webmaster. 27

Fisheries and Oceans Canada Publishing Policy, June 2004 Audio-Visual Production Coordinate the production of the audio-visual production (selection of supplier, fund commitment, preparation of contract by PWGSC). Organize initial meeting with the OPI, audio-visual producer and publishing advisor. Request one or two scenarios. Obtain client sign-off of the selected scenario. Prepare the credits. Coordinate the editing of scenario (selection of supplier, fund commitment, preparation of contract). Have the selected scenario edited. Obtain approvals of the edited scenario. Coordinate the translation of the approved scenario (selection of supplier, fund commitment, preparation of contract). Have the approved scenario translated. Coordinate the quality assurance check of the translated scenario (selection of supplier, fund commitment, preparation of contract). Submit the translated scenario for a quality assurance check. Obtain client sign-off of the translated scenario. Assemble visual elements for production. Obtain permissions to use visuals. Supervise the correction of proofs. Ensure the final quality assurance check takes place. Obtain client sign-off of final proofs. Preparing Colophon Page and Registering in the National Publication Database Preparing Colophon Page Get ISBN or ISSN, and catalogue number. Include the “Published by” information; DFO registration number; ISBN or ISSN; catalogue number; copyright notice; permission to reproduce notice; title in other languages if separate versions are being produced; URL if the document is available on the web; other formats in which the publication is available. Registering in the National Publication Database Register publication in National Publication Database Securing Design Approval and Compliance Check Obtain approval of finalized document. Submit approved document to Communications for compliance check. Printing and Distribution Printing Requirements Prepare the document for printing. Prepare the printing specifications. Request printing estimates. Select a printer. Transmit the final diskettes and specifications to the printer. Check the blueprints and/or other proofs. Obtain client sign-off of the blueprints and/or other proofs. Prepare the delivery specifications.

28

Fisheries and Oceans Canada Publishing Policy, June 2004 Upon Delivery Verify the delivery by collecting the delivery slips. Verify the quality of the product. Make sure that all components (original diskettes, artwork, negatives, photos) have been returned. Store publications and related components. Distribution Post publication on Internet/Intranet. Provide sufficient copies for mandatory distribution and Access DFO. Complete other distribution. Administrative Matters Maintain a working file. Maintain an up-to-date project log. Obtain approvals. Prepare the contracts. Approve the invoices.

29


Appendix D: Privacy Protection Release Form

I, __________________________, do hereby grant to Her Majesty the Queen in Right of Canada as represented by the Minister of Fisheries and Oceans and his representatives: 1. the irrevocable and unrestricted right and permission to copyright and use, re-use, publish and republish, and to permit others to use on the same terms as are set forth herein, photographic portraits or pictures of me or in which I may be included intact or in part, in all forms of media now or hereafter known, including without limiting the generality of the foregoing all paper, electronic, multi-media and television media, and in all manners, except for composite or distorted representations, for the following purpose:

2. I also permit the use of any printed material in connection therewith. 3. I hereby relinquish any right or rights that I may have to examine or approve the completed product or printed matter that may be used in conjunction therewith or the use to which it may be applied. 4. I hereby release and discharge Her Majesty the Queen in Right of Canada and Her Ministers, officers, employees, agents and contractors from any liability arising from any unintentional blurring, distortion, or alteration, that may occur in the taking of such photographic portraits or pictures of me, or in any subsequent processing thereof, as well as in any publication thereof. 5. I affirm that I am over the age of majority and have the right to contract in my own name. I have read the within authorization, release and agreement, prior to its execution. I fully understand the contents thereof. This agreement shall be binding upon me and my heirs, legal representatives and assigns. I further authorize and give my consent the right to use my name or not, and I waive any right to inspect or approve the finished version(s) of my photograph.

Name: ___________________________ ____________

Signature: ______

Date: ____________________________________

Minister of Fisheries and Oceans’ representative Name: ___________________________ _______________

Signature: ____

Title: ____________________________ ____________________________________

Date:

30


Appendix E: Definitions

Communications: means Communications Branch at Headquarters and Communications Directorate in the regions. Communications advisor: a person in Communications Branch at Headquarters or in Communications Directorate in the regions responsible for advising programs on communications matters. Corporate internal publications: publications produced at headquarters or in regions on important DFO policies, programs, services or decisions affecting employees and aimed at employees. Multimedia Unit: a unit in Communications Branch at Headquarters or in Communications Directorates in the regions responsible for advising programs on production of communications tools such as web sites/pages, publications, audio-visual documents, exhibits, etc. External publications: publications produced at Headquarters or in the regions and aimed at the general public, industry, stakeholders, academia, organizations, etc. Nautical publications: CCG and CHS publications that are available free of charge or for a cost, such as Sailing Directions, Small Craft Guides, Tide Tables, Aids to Navigation, List of Lights, Buoys and Fog Signals, Notices to Mariners, Nautical Charts, Catalogue of Nautical Charts, etc. Other internal publications: publications aimed at employees produced at headquarters or in regions that are not on key DFO policies, programs, services or decisions affecting employees. Policy: provides authoritative direction to government institutions on a given subject and determines the discretion for making decisions regarding that subject. Procedures: support a policy by describing routine operations that institutions must carry out. Publication: for the purpose of this policy, a publication is a book, booklet, pamphlet, brochure, kit folder, flyer, newsletter, report, poster, created in print or electronic media, or an audio-visual document, and intended for external or internal audiences. It excludes policy and procedure manuals, slides, memoranda, letters, certificates, speeches, presentations, press releases, backgrounders and web sites. It also excludes promotional items such as t-shirts, bookmarks, mugs, mouse pads, caps, lapel pins, etc. Fisheries and Oceans Canada report series: include the following series: Canadian Technical Report of Fisheries and Aquatic Sciences; Canadian Manuscript Report of Fisheries and Aquatic Sciences; Canadian Data Report of Fisheries and Aquatic Sciences; Canadian Industry Report of Fisheries and Aquatic Sciences; Canadian Technical Report of Hydrography and Ocean Sciences; Canadian Data Report of Hydrography and Ocean Sciences; Canadian Contractor Report of Hydrography and Ocean Sciences; Economic and Commercial Analysis Report. The preparation and distribution of reports in these series are specified in the Guide for the Production of Fisheries and Oceans Canada Reports.

31