Print Product Development and Approval
Related Information
Novelty Items
There are five phases in the print product development and approval process:
- Concept development
- Concept review
- Draft development
- Draft review, and
- Editing per comments/final review.
Got questions about the process? Contact your Print Product Review Officer (PRO).
1. Concept Development
Your concept should address:
- The purpose, target audience(s), estimated length, distribution plan and funding.
- The timeliness of the product, its projected life-span, and whether it duplicates, supplements, or replaces other EPA information in the same or other formats.
- Whether target audiences include non-English-speaking communities.
- How the product promotes EPA priorities, programs and the Agency's "corporate identity."
- Whether the statement of work or task assignment clearly identifies contractor or co-author responsibility.
- Whether and how other EPA programs, federal agencies, or agency partners will participate in developing and distributing the products.
- Who the approving official is. The concept should include his/her contact information, and indicate whether the office's Product Review Officer (PRO) has approved the concept.
2. Concept Review
Enter the concept into the PROTRAC system SHAREPOINT. Once the PRO for your office approves it, the Office of Public Engagement within the Office of Public Affairs (OPA) will review it.
Wait at least 10 days after PRO approval before beginning to develop a draft, unless OPA clears the concept earlier; this allows OPA to monitor product development. If OPA does not make a determination within 10 days after PRO approval, the concept is automatically approved (note that there is no automatic approval after 10 days in web or multimedia product review).
3. Draft Development
Begin developing draft materials after OPA has approved the concept or if 10 days have elapsed since PRO approval. This phase will often require frequent coordination among originators, product review officers, and other designated reviewers. Drafts must:
- Conform to the guidance in the EPA Communications Stylebook
- Conform to EPA's Information Quality Guidelines
- Meet EPA and government plain-language printing and publishing standards
- Effectively convey appropriate messages to the target audience(s)
- If the product is an educational tool directed to the K-12 age group, meet generally accepted standards and guidelines under which the tool will be developed
- Be aesthetically appealing - graphics and photos must relate to the text
- Display a title and cover that attract reader interest and convey your intended message
- Include no biased or judgmental terminology (no sexism, racism, and so forth); graphics must express diversity to the extent possible
- Use an engaging and positive tone
- Explain in the introduction the purpose, intended audience, and the significance of the product for the reader
- If the document describes an environmental problem or issue:
- describe what EPA has done, is doing and will do about it
- clearly explain how the public can help alleviate the problem or resolve the issue
- If companies are mentioned, disclaim implicit endorsement of commercial products or services
4. Draft Review
After creating a draft, the originator must enter it into the PROTRAC system, and the PRO must approve it before OPA review begins. After PRO approval, OPA generally comments within 10 working days.
5. Editing/Final Review
Modify products according to OPA comments. All comments are mandatory unless negotiated with OPA. Several rounds of editing and further comment may be required. After you address all comments, OPA will conduct the final review and approve the product through PROTRAC.
Obtain a publication number from the National Service Center for Environmental Publications (NSCEP) Intranet after final approval. The originator of the product is responsible for completing the printing process.