Newsletters are published on a regular basis (weekly, monthly, quarterly, etc.) and cover timely topics that are of interest to a specific audience. Depending on the audience, the articles can contain either technical or nontechnical information. This section describes the process for producing and publishing DWR newsletters.
Approval Process for New Newsletters
Newsletters go through three stages of development that require approval: concept, initial draft, and final draft.
Concept. The first step in requesting approval to publish a new DWR newsletter begins with a memorandum to the appropriate Division/Office Chief. Once approved by the Division/Office Chief, the request is then forwarded for approval to the Chief of the Office of Water Education, the appropriate Deputy Director, and the Director. The memorandum should include information about the proposed newsletter, including the intended audience, length and subject matter of articles, number of pages in the newsletter, number of issues published yearly, costs, and the proposed design (for externally circulated newsletters). See an example memo on the following page.
Initial Draft. After the concept for the new publication is approved, a rough draft of the first edition (text and design) can be started. Newsletters that are strictly for internal distribution, having the main purpose of informing DWR employees, can be approved by the Division/Office Chief. However, any newsletter that is distributed externally to agencies and individuals who are not employees of DWR must also be approved by the Chief of the Office of Water Education and the appropriate Deputy Director. OWE requests an early draft so that revisions can be made to graphics or text cost effectively.
Final Draft. Once an external newsletter is in final form, it should again be routed for approval to OWE and the Deputy Director. To the approval memo attach the final mockup copy of the newsletter showing the layout, articles, graphics, and photos. An example of an approval-to-print memo for newsletters is shown on the following page.
If an article that may be controversial or has some policy implications is included, discuss the article with the Division/Office Chief and suggest that the article be sent to the Chief of the Office of Water Education and the appropriate Deputy Director before it is included in the layout. This gives management the opportunity to review the article before it is laid out and may ultimately save the time and expense of redoing the layout.
Approval Process for Ongoing Newsletters
Those who prepare established newsletters with external distribution should submit their final draft copy to OWE for review. OWE will make sure articles are consistent with the Department's mission and policies and keep the Director's office apprised of any significant programs/issues reported in the newsletter. OWE will also review the articles to assess newsworthy items that might lend themselves to topics for news releases and/or articles in departmental publications and online distribution.
Format/Design/Graphics
Newsletters vary in size and format--in other words, the way they look. They range from simple one- or two-page, typewritten, black and white designs to more elaborate, lengthy, colorful designs. (See examples of DWR newsletters on the following pages.) Writers and editors may design and lay out newsletters; however, the more elaborate newsletters are usually designed by graphic artists in DWR's Graphic Services.Photographs enhance newsletters and draw the readers' attention; therefore, they should be used whenever possible. DWR's Photography Unit will assist with photographs. (Refer to Section 8, "Printing and Graphics," for more information.)
Newsletters must display the name of the Division/Office producing the newsletter, the Department's seal, and the names of the Governor, the Secretary for Resources, and the Director. This information usually appears on the front or back pages.
Mailing Lists
A mailing list must also be developed, most often by merging and adding to existing DWR mailing lists. (See Section 7, "Text Topics," for more details.)
Printing
Newsletters are usually printed by DWR Reprographics Unit. However, there are circumstances when Reprographics may refer the printing to the Department of General Services for contracting with a private printer. The number of copies is determined, in most cases, by the number of readers on the mailing list. It's usually a good idea to print a few hundred extra copies for distribution upon request. A Reproduction Order (DWR 3597) must be completed and given to Reprographics with the camera-ready copy. A computer disk can also be included, especially if you want to increase the number of dots per square inch. (See an example of DWR 3597 on the page opposite.) For more information on printing, see "For Quick Reference," pages 2-3, and "Section 8. Printing and Graphics."
Distribution
Newsletters are mailed by DWR's mail services in Records Management. Fill out a Mail/Distribution Order (DWR 4162) to instruct mail room staff. Be sure to attach a copy of the DWR 4162 to the camera-ready copy at the time you take it to Reprographics; distribute all other copies as indicated on the form. The Bulletins and Reports Unit in Records Management will retain extra copies of newsletters to distribute upon request. (See an example of DWR 4162 on the following page.)
Things To Consider
Newsletters are ongoing publications and should be published in a timely and consistent manner. They require much preparation in writing, researching, editing, and designing. Staff time and costs should be carefully considered before requesting approval to publish.
Several one- or two-day "how-to" courses on producing newsletters are also available through local colleges and private companies. These courses may be helpful to beginners since they provide instructions on writing, editing, designing, and printing. There are also "how-to" publications on newsletters that may be useful; they range from guidebooks about newsletters to newsletters about newsletters.
Brochures as discussed here are high-quality pamphlets or booklets prepared on a variety of technical subjects for wide public distribution. The format is most often designed by an artist in Graphic Services using color photos, colored inks, and custom paper. The Department's seal and the names of the Governor, the Secretary for Resources, and the Director are appropriately displayed.
Approval Process
Brochures, like newsletters, go through three stages of development that require approval: concept, initial draft, and final draft.
Concept. The first step in requesting approval to publish a new DWR brochure begins with a memorandum to the appropriate Division/Office Chief. Once approved by the Division/Office Chief, the request is then forwarded for approval to the Chief of the Office of Water Education, the appropriate Deputy Director, and the Director. The memorandum should include information about the proposed brochure, including the intended audience, length and subject matter of the text, number of pages, costs, and the proposed design. See the example approval-to-publish memo for newsletters in the Newsletters section above.
Initial Draft. After the concept for the new publication is approved, a rough draft of the first edition (text and design) can be started. Brochures must be approved by the Chief of the Office of Water Education and the appropriate Deputy Director. OWE requests an early draft so that revisions can be made to graphics or text cost effectively.
Final Draft. Once a brochure is in final form, it should again be routed for approval to OWE and the Deputy Director. To the approval memo attach the final mockup copy of the brochure showing the layout, text, graphics, and photos. An example of an approval-to-print memo for brochures is shown below.
Guidelines for publishing newsletters (format/design/graphics, mailing list, printing, and distribution) may also apply to brochures. Most brochures are usually not published on a regular basis. However, some brochures, like fact sheets and loan announcements, are updated regularly or periodically as necessary. Some typical brochure covers are shown on the following page.
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