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The policy ensures compliance with County and Health branding and style guidelines, ADA accessibility requirements, and risk limitation through liability mitigation. It defines responsibilities for the BHRS Communications Specialist, supports brand recognition, professionalism, trust, and provides an approval process to improve efficiency and proper use of funds and staff time.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/external-communications-public-communications-letterhead-press-releases-and-media-campaign-policy-policy-25-06-effective-october-2-2025/250798/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/external-communications-public-communications-letterhead-press-releases-and-media-campaign-policy-policy-25-06-effective-october-2-2025/250798.png","ImageObject",442,249,{"name":88,"@type":89},"Aria Callaghan","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-20","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",10,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What is the purpose of the External Communications policy?","Question",{"text":109,"@type":110},"The policy sets standards for external communications for clients and the public, including materials, promotions/advertising, press releases, and other outreach. It ensures branding and style alignment, ADA accessibility, and risk limitation while improving efficiency through approvals.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"Who oversees approval and how are projects guided?",{"text":114,"@type":110},"The BHRS Communications Specialist manages approvals across all tiers and guides projects through the approval process. The specialist must be engaged before starting a contract request or project.",{"name":116,"@type":107,"acceptedAnswer":117},"What approval tiers apply to external communication projects?",{"text":118,"@type":110},"External communication projects follow one of three approval tiers. 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BHRS Communications Policy Workflow\u003Cbr>B. County of San Mateo Photo/Video/Audio and Personal Narrative Consent and Release Form\u003Cbr>C. Public Notice of Photo/Video Release for Large Events |\n\nPURPOSE  \nTo establish standards for developing external communications for clients and the public, including materials, promotion and advertising campaigns, press releases, and other external communications. Standards assure adherence to County and Health branding and style guidelines, ADA compliance, and limit liability and mitigate risk. Standards promote brand recognition, professionalism, and trust. BHRS communications should convey the agency’s values, and contribute to the continuity, clarity, and strength of the BHRS communications strategy and messaging. This policy will improve efficiency by providing an approval process to assure appropriate use of funds and staff time.  \nDEFINITIONS  \nADA Compliance means the responsibility the County has to ensure print, digital, and other forms of public facing media meet requirements to be accessible by all members of the community. Examples include font size, line spacing, and reading comprehension.  \nBHRS Communications Specialist means the person in BHRS assigned communications responsibilities. This position reports to the Assistant Director and works with the Director to support the BHRS Communications Plan and Strategy. This person supports all staff with development of BHRS messaging, and reviewing and approving various communications-related activities, such as media campaigns and promotions, handling the press and other media related inquiries, managing social media, newsletters, and the overall BHRS presence.  \nCommunication Template means ready-to-go versions of commonly used documents that comply with the style guidelines, including PowerPoint, report, memo, and other templates where you add the content and have a document that meets the style guidelines.  \nCrowd Photo Notice or Photo/Video Notice means the method by which permission is granted to use a person’s name, likeness, image, voice, appearance, and/or personal narrative for uses that include but are not limited to social media postings, announcements, news releases, websites, and promotional or informational materials in any medium in communicating County business for when it is unreasonable to collect such permission on individual forms. This includes large meetings, community events, and conferences, to name a few. The notice is printed on large placards that are posted in prominent locations, such as the registration desk or all entrances. Additionally, verbal announcementsat the beginning and/or throughout the event should be made if there is a sound system and formal program.  \nDepartment Letterhead means official County stationary bearing the department logo and name with or without the County seal and/or logo that is used for formal written communications. The letterhead is professionally designed and provided to specific programs and work units, as well as generic letterhead for those programs or work units without specific letterhead organized by location so that only official letterhead is used in the course of business.  \nExternal Communications means the communication we have with our clients and the public. This includes brochures, flyers, posters, press releases, social media, our intranet presence, to name a few. It is important to respect style, branding, and grammar to assure the public and our members associate BHRS with trust, professionali","cbCaily4u4Y4B7Ej","https://ap.wps.com/l/cbCaily4u4Y4B7Ej","pdf",258389,"English","# Purpose\n# Definitions\n## ADA Compliance\n## BHRS Communications Specialist\n## Communication Template\n## Crowd Photo Notice or Photo/Video Notice\n## Department Letterhead\n## External Communications\n## Photo/Video Release Form\n## Style Guide\n# Procedure/Protocol\n## External Communication Approval Tiers","[{\"question\":\"What is the purpose of the External Communications policy?\",\"answer\":\"The policy sets standards for external communications for clients and the public, including materials, promotions/advertising, press releases, and other outreach. It ensures branding and style alignment, ADA accessibility, and risk limitation while improving efficiency through approvals.\"},{\"question\":\"Who oversees approval and how are projects guided?\",\"answer\":\"The BHRS Communications Specialist manages approvals across all tiers and guides projects through the approval process. The specialist must be engaged before starting a contract request or project.\"},{\"question\":\"What approval tiers apply to external communication projects?\",\"answer\":\"External communication projects follow one of three approval tiers. Approval track 1 covers internal messages and certain flyers/cards; track 2 adds Director approval for strategic messaging; additional tiers apply as described in the procedure section.\"}]","External Communications - Public Communications, Letterhead, Press Releases, and Media Campaign Policy - Policy 25-06 - Effective October 2, 2025 | PDF",1789256219]