Welcome to OVC's Publishing Guidelines for Print and Multimedia—your guide for creating concise, easy-to-read documents for print and online media and for developing effective videos.

This guide outlines OVC publishing policies and requirements, effective writing principles, and video production tips that will help you navigate the publishing process and share the results of your hard work with others in the field. Please review these guidelines carefully while your project is in the early planning stage—all involved, including you, will save time and money as we collaborate to bring your project to successful completion. The guidelines are not intended to be exhaustive; make sure to check with your grant manager for guidance on preparing more specialized products (e.g., videos).

We will update these guidelines as requirements and best practices change. Check back for revised recommendations before you start a new product.

Message From the Director

OVC's Publishing Guidelines for Print and Multimedia describe the criteria grantees and contractors must follow when submitting materials to OVC to be published. We are committed to producing quality products and welcome this opportunity to help you develop dynamic and useful products that will both inspire and instruct the victims' rights and services community.

You may have noticed an increased number of products released exclusively on our Web site. The Internet has become an increasingly important way to share information, and we have accepted the challenge to communicate effectively in this new environment. This guide, which includes tips on preparing information for the Web, will help you—the grantee or contractor—develop and organize text and format the information in a way that expedites the publishing process.

In addition to print and Web-based publications, we offer a wide range of educational multimedia products designed to enhance the skills of service providers. Because these products play an important role in advancing our training agenda, we have expanded the publishing guidelines to include basic principles that will help producers skillfully manage the production process. We hope you will find this section useful and informative when planning your video project.

As the federal office responsible for enhancing the Nation's capacity to assist crime victims and provide leadership in changing attitudes, policies, and practices to promote justice and healing for all victims, we look forward to working with you to produce products that meet and exceed professional standards of excellence.

John W. Gillis
Director, Office for Victims of Crime

Table of Contents

Submission Deadlines
Submission Requirements
Publishing Process
Product Types
Writing Tips
Developing an E-Pub
Producing a Video
Copyright & Policy Requirements
Notes

Submission Deadlines

Before your grant, cooperative agreement, or contract ends, you must submit a final version of your product to OVC for review and, after that review, a final submission package that includes any review changes. These two steps must take place—

• 120 Days Before Your Funding Ends.
• 30 Days Before Your Funding Ends.

120 Days Before Your Funding Ends

At least 120 days before your funding ends, you must submit a final version of each product to us for review. Build the 120-day product review deadline into your grant or contract timeline.

• Experts in the field and others within the U.S. Department of Justice (DOJ) will review and comment on the product during the review period.
  
  
• We anticipate returning the product in 30–90 days, depending on its length and complexity.
  
  
• Be prepared to incorporate substantive and editorial changes identified through the review into the draft per discussion with your grant monitor.

If you are unable to provide a final version of the product 120 days before the grant, cooperative agreement, or contract ends, you may request a no-cost extension to the grant or contract period. These extensions are approved on a case-by-case basis, and all requests must contain a substantive reason justifying the delay. If substantive changes to the product are required, no additional funds will be made available.

30 Days Before Your Funding Ends

At least 30 days before your funding ends, you must provide us with a final submission package. This package should include all materials required to move forward with publishing.

Submission Requirements

A submission package must be delivered to your grant monitor 30 days before your grant, cooperative agreement, or contract ends. Properly preparing the package will save valuable time and effort during the publishing process and ensure a more timely final product. Please note that we will return submission packages that are incomplete or that do not meet formatting and policy requirements.

Print and E-Pubs

All packages should contain these items:

• One double-spaced printout of the final draft that incorporates the recommended revisions from reviewers. Include copies of all comments from the peer reviewers or pilot-test participants.
  
  
• One electronic copy of the final draft and two high-resolution copies of any materials not available in electronic format (e.g., tables, charts, forms, illustrations).
  
  
• A list of keywords to be used during Web formatting.
  
  
• Written permission to replicate forms, articles, photos, training materials, and so forth as necessary.
  
  
• Captions and "alt" tag information for charts and photos.
  
  
• An executive summary of the publication or product that highlights significant findings.
  
  
• A statement highlighting the significance of the content or its special relevance to the field.
  
  
• A statement about why the proposed final format of the product (e.g., Web, print) will be useful in the field.

Charts and Photos

Charts, photos, and other graphic images must be submitted with specific information. These requirements include—

• "Alt" tags. The Federal Government requires that "alt" (alternative) tags accompany all graphic images on the Web. An "alt" tag is brief text that describes an image when the cursor rolls over it. See Accessibility and 508 Compliance in the Copyright and Policy Requirements section for additional information.
  
  
• Captions. Keep captions brief (approximately 20–25 words) and use keywords as appropriate.
  
  
• Photo credit information. Include the name of the person who took the photo, who owns the photo, and when it was taken.
  
  
• Photo releases. Photos cannot be used without the appropriate releases (e.g., model, property).

Submit tables and graphs in separate electronic files because they are often created in specialized software. Also provide printouts of each and data points for graphs.

File Setup

Prepare your submission package according to the following guidelines:

• Hardware
• Software
• Format
• Artwork

Hardware

Submit electronic files via e-mail or on a CD-RW.

Software

We currently accept documents in Microsoft Word only. Submission of materials with design elements already incorporated will delay final production and availability of your work to victim service providers. Please contact your grant monitor with questions about this requirement.

• For publications longer than 30 pages, save each section in individual files and name them accordingly (i.e., section 1, section 2, section 3). Do not exceed 30 pages per file.
  
  
• Submit tables and graphs in separate electronic files. Provide printouts of each and data points for graphs.

Format

Follow these guidelines:

• Margins. Set 1-inch margins all around (left, right, top, and bottom).
  
  
• Line spacing. Double space text. Triple space between paragraphs.
  
  
• Justification. Left justify the text.
  
  
• Indentation. Use block style. Do not use tabs or indents at the beginning of paragraphs.
  
  
• Fonts. Use 12-point Times New Roman for all text. You may use a different point size of the same font to differentiate subhead levels.
  
  
• Page numbering. Use footers to number your pages.
  
  
• Footnotes and endnotes. Endnotes are preferred.

Do not use other formatting tools (e.g., different size text, tabs, columns, boxes). Text submitted to OVC will be developed into the final product by a graphic designer. Unnecessary formatting in draft text can delay the publishing of your grant product.

Artwork

Generally, OVC prepares final artwork. If your grant or contract requires you to prepare camera ready art, check with your grant or project manager for our production standards (e.g., disclaimer use and placement, logos).

Videos

All packages should contain these items:

• One electronic copy of the final product, including audio files and closed-captioning and visually described files.
  
  
• A list of keywords to be used during Web formatting.
  
  
• Written permission to replicate information or materials as necessary.
  
  
• Copies of all comments from the peer reviewers or pilot-test participants.
  
  
• An executive summary of the product that highlights significant findings.
  
  
• A statement highlighting the significance of the content or its special relevance to the field.
  
  
• A statement about why the proposed final format of the product (e.g., videotape, DVD) will be useful in the field.

File Setup

Prepare your submission package according to the following guidelines:

• VHS
• DVD
• Artwork

VHS

Submit a beta master.

DVD

Due to ever-advancing technology and the time span of many grants, OVC does not accept DVD compressed files (masters) ready for duplication. Accessibility refinements, improved technologies, and OVC’s evolving best practices dictate that submissions be comprised of the appropriate individual files so that any adjustments can be made economically and efficiently. Submission requirements for DVDs, in particular, are subject to change, so be sure to check these guidelines periodically and discuss any issues with your grant monitor.

Submit the following:

Source video for closed- and open-captioned videos—

• Preferred: DVD-R in Quicktime DV format
• Alternative #1: DVD-R in compressed MPEG-2 format
• Alternative #2: High-grade Mini-DV

Audio files (standard, visually described, enhanced audio)—

• Preferred: .aiff files; also accepted: .wav files, .ac3 files
• Bit-rate: 24-bit
• Sample rate: 48 kHz

Note: Enhanced audio files are audio-only presentations incorporating rich visual descriptions. Pauses in the main program audio can be edited to allow greater time to insert the additional audio content.

Closed-captioning files—

• .txt files saved in Unicode format or MS Word files using the following guidelines:
  • Length of individual caption appearing on screen not to exceed 85 characters, including spaces.
  • Starting and ending timecodes should be included and separated by a comma; relevant caption should follow the ending timecode.
    Example:
    00:00:01:07, 00:00:02:05, Hello
    00:00:03:12, 00:00:04:27, How are you?
    00:00:05:10, 00:00:06:23, Fine.

Open-captioning files—

• Preferred: .MOV separate source file with white text laid on top of a black background using the following guidelines:
  • Arial 24-point font.
  • Length of individual caption appearing on screen not to exceed 85 characters, including spaces.
• Alternative: Open-captioned video as a flattened source file. In this case, send two versions of video—one with and one without captions.

Note: If you do not provide open- and closed-captioning files, please provide shooting script in an MS Word document using the following format:

TIME	Speaker	Caption
00:15:17	Kenneth Barnes	Justice must be equal. And justice for crime victims should be at the head of the table.

DVD content—

• Add the following disclaimer to the beginning of the playback. (Contact your grant monitor if you have questions.)
  “This DVD was produced by ______________ under [add contract or grant number, as appropriate], awarded by the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justice. The opinions, findings, and conclusions or recommendations expressed in this DVD are those of the contributors and do not necessarily represent the official position or policies of the U.S. Department of Justice.”
• OJP seal and tagline and OVC logo
  • Add the OJP seal and tagline and the OVC logo at the beginning of the playback but after the OVC disclaimer (see above). On screen, the OJP seal should appear on the left with its tagline below it and the OVC logo to its right. Both logos should be approximately the same height.
  • Contact your grant monitor to obtain the correct files.

Artwork

Generally, OVC prepares final artwork. If your grant or contract requires you to prepare camera ready art, check with your grant or project manager for our production standards (e.g., slipcovers, cases, labels, disclaimer use and placement, logos). This applies whether or not the product will be printed or uploaded by OVC or the grantee.

Publishing Process

When we receive your complete submission package, we can begin the publishing process. Steps include—

• Initial Review,
• Production,
• OVC/DOJ Approval, and
• Dissemination.

Initial Review

We may guide the product through an external peer review process after receiving it 120 days before the grant or contract end date. The OVC grant monitor will then return the product—with reviewers' comments—to you for revision. After receiving the revised product, we will submit it to individuals within the Office of Justice Programs (OJP) and the U.S. Department of Justice (DOJ) for review and comment. Based on the extent of these comments, we may again return the product to you for additional revision. When we receive the final product with all comments incorporated, we will complete an editorial and/or technical assessment of the product and will estimate the production costs. The OVC director will then provide approval for the publishing and dissemination process to begin.

Production

The OVC Publications Unit will complete initial work on the product. After the initial work is approved by the grant monitor, the product will undergo a quality control review and move forward to design, formatting, and production.

OVC/DOJ Approval

The final formatted version of the product, including all appropriate OVC documentation, will be forwarded through the OVC deputy director, the OVC director, and the Office of the Assistant Attorney General (OAAG) for final review and approval. Once approved, advance notification of the product's anticipated release date is sent to the U.S. Attorney General.

Dissemination

The product's dissemination plan will be reviewed and finalized by the appropriate OVC grant monitor and division director in conjunction with the OVC deputy director and director. As appropriate, the OVC Publications Unit will coordinate the press release process in conjunction with OJP's Office of Communications (OCOM), upload the product or a description thereof on our Web site, and coordinate any bulk mailings through the OVC Resource Center (OVCRC).

Product Types

Below are the products we commonly publish. All materials, with the exception of some multimedia products, are available online.

• Brochures provide descriptions of programs or services in various formats for wide distribution. (Length: 2-6 print pages.)
  
  
• Bulletins provide information about training, promising practices, or findings and questions raised by symposia or focus groups. They may be components of informational or educational packages. (Length: 8-16 print pages.)
  
  
• Curricula contain materials for teaching victim service professionals how to enhance their capability to serve crime victims. Training packages include the following: participant manuals that describe basic concepts and specific practice-related information; and trainer's manuals that include material in the participant manual along with annotated source material, lesson plans and objectives, and notes on audiovisual aids. (Length: No more than 200 print pages.)
  
  
• E-publications are publications disseminated exclusively on the Web. (Length: Determined by the subject matter.)
  
  
• Fact sheets describe our major programs and services in a brief format. Many of the subjects they summarize will be covered in more detail in other, longer format publications. (Length: 2-4 print pages.)
  
  
• Handbooks emphasize the practical implementation of victim service tasks, offering service providers and allied professionals specific strategies and actions. (Length: 12-32 pages.)
  
  
• Monographs provide a full-length presentation of the findings, conclusions, methodology, and other information related to a specific program or project. (Length: 20-200 print pages.)
  
  
• Public information kits increase awareness of victims' rights and issues and promote services that assist victims. Components may include fact sheets; ideas to interest local news media; reproducible art for print ads, posters, and fliers; and public service announcements. (Length: Determined by the subject matter.)
  
  
• Reports may be produced to summarize agency program accomplishments or to document the proceedings of structured focus groups in which practitioners and experts share their knowledge, learn about related efforts, obtain feedback, and generate recommendations for OVC and the field. These reports define the issues under discussion; summarize literature findings; address methodologies used; discuss gaps, promising practices, and approaches; and recommend action for the field and OVC. (Length: 16-60 print pages.)
  
  
• Resource directories offer contact information for agencies and organizations in specific areas of expertise. (Length: Determined by the subject matter.)
  
  
• Videos/DVDs/CD-ROMs enhance public awareness of victim-related issues and provide information about training and technical assistance and promising practices to victim service providers and allied professionals who assist victims of crime. (Duration/Running Time: Determined by subject matter.)

Writing Tips

For the best possible print publication, follow these basic writing guidelines:

• Know your audience and what you want readers to do when they finish reading the publication. Write based on this goal and the readers' knowledge of the subject.
  
  
• Outline the content before writing to ensure proper organization.
  
  
• Use sidebars to summarize background or ancillary information.
  
  
• Write in a style that is concise and easy to read (i.e., use short words and sentences, bulleted lists, and descriptive subheads).
  
  
• Use good grammar and punctuation.



• Apply a consistent and complete style to references and endnotes/footnotes.

Grammar

Remember: People want information that's short, simple, and to the point. Using the following techniques will make your manuscript a clearer and faster read. You may also want to refer to the Chicago Manual of Style and the U.S. Government Printing Office Style Manual, both of which we use in preparing products for publication.

Use the active voice. Active voice uses fewer words and is clearer.

Don't Say	Do Say
The rights of victims have gone unrecognized by the criminal justice system for a long time.	The criminal justice system did not recognize victims' rights for a long time.

Use short words. Don't use a long word or phrase when a short one delivers the same message. Examples—

Don't Say	Do Say
utilize in order to as well as terminate with the exception of conduct a survey make a decision	use to and end except for survey decide

Use short sentences. Make your point, then move on. Long sentences with many commas are difficult to read.

Avoid jargon. Steer clear of terminology specific to a field unless the intended audience is only members of the field.

References/Endnotes

Make sure to cite all sources, using the author-date style (e.g., Smith, 1999), in the text. In your references, include the following when providing the full citation:

• Author(s) (if unavailable, then editors)
• Date
• Title(s) (book, chapter, periodical, article, as applicable)
• City and state of publisher (if book)
• Publisher (if book)
• Volume and issue numbers (if periodical)
• Page numbers (if periodical)

Whenever possible, include links to cited works.

We will format all citations according to OVC guidelines once we receive your document; we would appreciate receiving a consistent citation style to speed up the formatting process. It is imperative that complete and accurate citations are provided. Incomplete information will delay the publication of your product.

Developing an E-Pub

OVC increasingly uses the Web as a publishing tool. Writing for the Web differs from writing for print media, but not so much in the writing itself. The difference lies in how you, as the author, conceive and present the information. This section includes tips on effectively writing for the Web. For more guidance, check out Research-Based Web Design and Usability Guidelines, which is available at www.usability.gov.

Principles of Effective Web Writing

• Create pages for scanning, not reading. Use frequent and specific subheads, bulleted lists, and the inverted pyramid writing style to quickly convey main ideas.
  
  
• Be brief. McAlpine recommends that Web writers use only half as many words in an online document as in a print document.¹
  
  
• Organize information in coherent "chunks." Present information conceptually, rather than linearly, for easiest reading.
  
  
• Incorporate links into copy. Linking to separate pages with additional information keeps pages short and gives readers control over which parts of the document they read.
  
  
• Develop a keywords list. Keywords are one or multiple word combinations that describe your product and tell a search engine what information is contained in your product.
  
  
• Use good grammar and punctuation. Correct grammar is essential to establishing and maintaining online credibility.

Write for the "Scan Reader"

Online audiences tend not to read word for word. Instead, they scan subheads, links, and lists for information that applies specifically to them. Therefore, e-pub authors should—

• Lead With the Main Idea.
• Use Subheads Frequently.
• Use Bulleted Lists To Itemize Information.

Lead With the Main Idea

Place the key overall ideas first on each Web page. Then go into detail. Again, explain the most important details first.

This writing style is often called the inverted pyramid. It ensures that no matter where on the page users stop reading, they will have read the most important information.

Use Subheads Frequently

Subheads make text more readable and point readers to specific information. This means subheads should be used often (every 1–3 paragraphs), and they should be more specific than "Introduction" or "Project History." Such generic subheads tell online readers little and encourage them to simply scan over the material. Likewise, subheads that use puns or teasers are ineffective.²

Examples of specific headlines—

• Crime Victims Demand Compensation
• Standard Form Streamlines Case Management
• Effort Targets Schools With High Crime Rates

The most effective subheads provide enough information that reading the section becomes optional. Says McAlpine, "Write headings like newspaper headlines: a summary of what is to come."³

Use Bulleted Lists To Itemize Information

Effective bulleted lists are brief:

• Entries are short.
• The list is limited to no more than 5–6 bullets.
• Entries are related.
• Entries briefly describe the type of information their links contain (e.g., See Principles of Effective Web Writing).

To shorten a bulleted list that is too long—

• Combine some bullets, if possible.
• Reorganize the bullets into several lists.

Be Brief

When possible, limit the content of main navigation pages (e.g., the home page) to what can appear on one screen. Content pages, such as those appearing in this e-pub, can run a bit longer, but it is still preferable to minimize scrolling.

To write short copy, use short sentences and simple words.

Don't Say	Do Say
A survey of victims was conducted by the interdisciplinary team in order to determine the impact that existing programs and services had on them.	The interdisciplinary team surveyed victims to find out how existing services affected them.

Chunking and Linking

If you still have too much copy after shortening sentences, break the text into smaller chunks and use links to direct readers to that information.

Secondary Pages

Secondary pages feature background information that explains concepts introduced on an e-pub's main pages. These pages can be longer than the document's main pages. However, authors should use subheads and bulleted lists to make long pages easier to read.

"Chunk" Your Content

"Chunking" is the process of dividing information into small, clear pieces. It is the most difficult part of the Web writing process because it requires deciding which information is important, what information to present, and how to organize it.

Organize Material by Category or Concept

Crawford Killian, author of Writing for the Web, recommends that authors complete a "clustering" exercise to organize information before writing.⁴ He tells authors to—

• Write their ideas about everything that should be covered.
  
  
• Cluster similar ideas around specific concepts or themes. For example, some information will be clearly introductory, or related to background, findings, or implications.
  
  
• Use the clusters as the basis for the document's organization.

Avoid Linear or Narrative Organization

Linear and narrative formats—in which information must be presented in a specific order—generally don't work well online. Of course, some exceptions apply, such as online learning tools and sequentially based instruction.

Use Links Appropriately

Incorporating links to background material is an excellent way to chunk information. However, never use an embedded link at the bottom of one page simply to link to the top of the next page (e.g., "Continued on Next Page"). Instead, divide the information into smaller chunks on more pages.

Incorporate Links Into Content

Construct sentences in ways that allow you to link to related information. For example: Subheads help readers navigate a document quickly.

• What To Make a Link
• How To Label Links
• Avoid Overuse of Links

What To Make a Link

• Background and explanatory information. Removing this information from a main page makes the page shorter and allows readers who are familiar with the material to move more quickly through the document. Readers who want more detail may read it at their discretion.
  
  
• Related concepts. If you mention an idea that is featured in another part of your report, link to it.
  
  
• Footnotes or endnotes. Linking notes should be done in two steps. First, link the note number or intext citation to the full citation (and vice versa). Then, in the full citation, link the title of the document to the actual document if it is available online.
  
  
• Cross-references to other sections of the document (e.g., "See the Additional Reading list for more information.").
  
  
• Partner agencies. Many authors acknowledge their partners by including their Web addresses (also called URLs) in copy. This is acceptable in online writing with one caveat: These URLs should be placed on a tertiary page such as Acknowledgments. Including a link to a Web site outside your e-pub invites readers to leave the publication—and once they're gone, they're unlikely to return.

How To Label Links

Links are most effective when they are obvious and the user does not have to think about them. Offer easy-to-find text links instead of URL addresses by hyperlinking a word or phrase in a sentence.

Don't Say	Do Say
For more information about OVC publications, visit the OVC Web site at www.ojp.usdoj.gov/ovc.	Visit the OVC Web site for more information about OVC publications.

Avoid Overuse of Links

Don't overuse links. Too many links on a page will distract readers and make the page more difficult to understand. If you find yourself in this situation, rethink how you are chunking information onto individual pages.

Develop Keywords for Search Purposes

Effective keywords—that is, the terms and phrases in HTML code that describe an e-pub's content—help Web users find your publication using search engines like Google™ or Yahoo.

Step 1—Brainstorm a List

Write down words and phrases that describe the content and purpose of your document. Include search terms that your target audience might use to find this type of information and, if possible, keywords used on similar publications and Web pages.

Step 2—Refine the Entries

• Eliminate entries that are too general (e.g., electronic publication, document, online, Web, Internet, OVC).
  
  
• Eliminate repetitive entries and entries that repeat the same word too often.
  
  
• Combine single words into phrases when possible (e.g., sexual assault victim services).

Step 3—Prioritize the List

The first keyword or phrase should be the most descriptive, and so on down the list. Limit the list to the 20 most descriptive keywords or phrases.

Step 4—Test the List

Search the Web using the keywords you selected for your e-pub. Do the search results correspond with similar content? Do they yield too many results? Too few?

Producing a Video

Advance planning is key to successful video production (to include VHS tapes and DVDs). A detailed preproduction plan can enhance the quality of your video, save time, and prevent escalating costs. As you undertake your video project, use the following planning tips to make your production process more efficient. OVC has also prepared a list of submission requirements for you to keep in mind when finalizing your video (see Submission Requirements section).

Preproduction

• Determine the scope of your project and begin developing a project management plan, budget, and timeline. Select a video production company that incorporates thorough planning into its work.
  
  
• Define goals. Think about the main message(s) you want to convey to viewers. An effective video has no more than three major points.
  
  
• Define the target audience. The target audience often determines the length of the video, its scope (informational or training), and the most effective methods of depiction (interviews, text, or graphics).
  
  
• Draft the script. The script should guide the filming—the filming should never guide the script. Changes that require additional filming are costly and may be prohibitive under the funding limits of the grant, cooperative agreement, or contract.
  
  
• Select a quality production company. An effective video depends on the quality of the production work, not simply on your familiarity with substantive issues. The production company should illustrate its capabilities by giving you references and sample videotapes.
  
  
• Review for cultural relevance. Ensure that the video will be appropriate for diverse racial, ethnic, and cultural groups.
  
  
• Secure written consent from video participants. Ensure that written consent is obtained before the production company takes footage of a victim discussing his or her victimization. The consent form should specify OVC's nonexclusive worldwide right to reproduce, distribute, perform, and display the recorded materials or still photography. (The production company usually provides the consent forms.)

Filming and Editing

• Choose the narrator, music, and graphics. Inform the production company of the narrator gender and voice tone that would most effectively convey the video's message. Review background music selections and tempo, text types, and selected graphics.
  
  
• Participate in editing. The production company may have to refilm if changes cannot be made by deleting footage, adding prefilmed footage, or adding text. Because refilming is expensive, suggest changes that do not require additional filming or having the narrator reread the script.

Copyright & Policy Requirements

OVC requests that authors follow these usage standards:

• Copyright Policy
• Accessibility and 508 Compliance
• Use of OVC Logo and OJP Seal and Tagline
• Use of Product Numbers and Barcodes
• Disclaimer

Copyright Policy

Incorporation of material protected by copyright. Material from works that are protected by copyright-such as written or audiovisual materials or images-may not be incorporated into products created under an OVC grant or contract without advance written approval from OVC (and the Office of Justice Programs (OJP) contracting officer, if applicable). Grantees and contractors should contact their OVC grant specialist or contracting officer's technical representative (COTR). Grantees and contractors should expect that OVC and OJP will require the grantee or contractor to obtain written permission from the copyright holder (a written license) sufficient as to U.S. Department of Justice (DOJ) rights. In general, a license must be sufficient to ensure that DOJ's ability to use (and authorize others to use) the grant or contract product is not impaired by inclusion of the copyrighted material. The grantee or contractor is responsible for acquiring any required license and for paying any necessary fees.

Subgrants and subcontracts. Grantees and contractors who intend to incorporate materials developed under a subgrant or subcontract into a grant or contract product are to contact OVC in advance of the agreement to discuss flow-through requirements regarding copyright and the DOJ license that must be incorporated into the agreement.

Notice of copyright. If a grant or contract product incorporates material from other works that are protected by copyright, notice of copyright should be incorporated in the product's text, captions, footnotes, or legends, as appropriate. Notice of copyright should be consistent with any requirements set forth in the license from the copyright holder.

Authority to copyright a work. In general, unless specified otherwise in the award, a grantee may copyright any work that is subject to copyright and is developed, or for which ownership is purchased, under an award. Any such copyright is subject to a broad royalty-free, nonexclusive, and irrevocable license retained by DOJ to reproduce, publish, or otherwise use the copyrighted material (including in the creation of derivative works) for Federal Government purposes, and to authorize others to do so.

Contract provisions may vary with respect to copyright and retained licenses and may differ from those that apply to grants. Contractors should contact OVC and the OJP contracting officer for information as to a particular contract.

Agreements with outside publishers. Any grantee or contractor who proposes to offer materials developed under a grant or contract to a publisher for publication or distribution must contact OVC in advance to discuss applicable requirements with respect to the DOJ license.

Accessibility and 508 Compliance

The Rehabilitation Act Amendments of 1998 require that electronic data and information technology provided by the Federal Government be accessible to people with disabilities. Section 508 of the Act, which focuses on information disseminated through the Web, requires that "alt" (alternative) text be supplied with all graphics. These brief descriptions of graphic elements (20 words or fewer) allow visually impaired people who use special text-reading software or people who view the site without graphics to understand what the images convey. OVC complies with this and all standards of section 508. In addition, OVC requires that all DVDs include closed captioning and visually described files (see Submission Requirements, Videos, File Setup section).

Use of OVC Logo and OJP Seal and Tagline

OVC's logo is the exclusive property of the Office for Victims of Crime. All products produced by OVC must include the OVC logo as well as the Office of Justice Programs (OJP) seal and tagline. You must obtain OVC permission to include the OVC logo and OJP seal and tagline on reproduced products and must obtain OVC approval regarding their correct placement. Under no circumstances shall you reproduce and release a product that duplicates the official U.S. Department of Justice header or Oxford rule. Please contact your grant monitor or contracting officer's technical representative for more information.

Use of Product Numbers and Barcodes

OVC uses barcoding to maintain and track its inventory of published products. Every item received into inventory will be assigned a product number that will be printed in barcode format on the document.

Disclaimer

All OVC publications and videos must include standard funding information and a disclaimer.

“This ______________ was produced by ______________ under [add contract or grant number, as appropriate], awarded by the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justice. The opinions, findings, and conclusions or recommendations expressed in this ______________ are those of the contributors and do not necessarily represent the official position or policies of the U.S. Department of Justice.”

Notes

1. Rachel McAlpine, 2001, Web Word Wizardry: A Guide to Writing for the Web and Intranet, Berkeley, CA: Ten Speed Press, 36.

2. Jakob Nielsen, 2000, Designing Web Usability, Indianapolis, IN: New Riders Publishing, 124-125.

3. McAlpine, 40.

4. Crawford Killian, 1999, Writing for the Web, North Vancouver, BC: Self-Counsel Press, 28-29.