Turner-Fairbank Highway Research Center R&D Communication Reference Guide

APPENDIX R. HPA PROGRAM LIAISONS COORDINATION PROTOCOLS

Updated: June 8, 2016

Items requiring coordination with HPA

• New Public Initiatives.

  • Must be discussed in conceptual phase between Program Liaisons and HPA to develop strategies.

  • Requires HPA coordination/review/approval prior to implementation of strategies.

• New Publications.

  • Should be discussed in conceptual phase between Program Liaisons and HPA to determine value and cost effectiveness of strategy.

  • Requires HPA review of draft content and layout.

  • Requires HPA review/approval before print.

• Articles (e.g., trade publications and newsletters).

  • Should be discussed in conceptual phase between Program Liaisons and HPA to determine value and cost effectiveness of strategy.

  • Requires HPA review of draft content.

  • Requires HPA review/approval before print.

• Presentations

  • Requires review by Program Liaisons

  • Requires HPA review/approval before release of final.

• Development of new FHWA websites (external audiences).

  • Should be coordinated with HPA and HAIS during the conceptual phase prior to contracting or any preproduction activities.

• New website content review (external sites).

  • Requires review by Program Liaisons.

  • Does not require HPA coordination/review until content is in final form (i.e., ready to be posted) unless there will be a discussion of legislative or budgetary issues.

• New videos (development/production).

  • Should be discussed with Program Liaisons to determine if this is the best and most cost effective strategy.

  • Should be coordinated with HPA during the conceptual phase prior to contracting or any preproduction activities.

  • Requires HPA coordination/review/approval prior to proceeding with contracting or preproduction.

  • Requires HPA review/approval before release of final.

• Social Media Content (text).

  • Requires initial discussion/review by Program Liaisons.

  • Should be coordinated with HPA early to discuss audience, message, and desired outcomes.

  • Requires HPA review/editing/approval.

  • Will be posted to social media by HPA.

• Proposed Social Media Content (video).

  • Requires initial discussion/review by Program Liaisons.

  • Requires use of the “New Video” development protocol for new videos.

  • Should be coordinated with HPA early to discuss audience, message, and desired outcomes.

  • Requires HPA review/editing/approval.

  • Will be posted to social media by HPA.

• Development of communications/marketing strategies/plans to develop or promote FHWA products, services, or program initiatives.

  • Requires initial discussion with Program Liaisons.

  • HPA specialist will be assigned to assist in the development of strategies/plan.

  • HPA Specialist will assist in coordination of appropriate approvals and coordination with offices as required.

Items NOT requiring coordination with HPA

• Communications/marketing activities targeted toward internal audiences.

  • Program Liaisons should make the determination regarding the need for additional assistance from HPA.

• Minor edits, updates, and revisions to existing Web content.

  • Program Liaisons should be able to approve text of graphical changes that do not alter the original context of the material.