AHRQ Publishing and Communications Guidelines

Appendix 5-C. AV Checklists

Contents

Introduction 
Video Considerations Checklist
Audio Considerations Checklist

Introduction

These checklists contain questions to assist AHRQ program and task order officers and contractors* who are considering the production of audio or video products.

* Note: These checklists are not required of grantees. Grantees may use these forms if they wish, but are not required to send completed versions to AHRQ. 

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Video Considerations Checklist

Before adding video products to a contract's* statement of work, AHRQ project or task order officers or other AHRQ staff must review Section H of the RFP paperwork, and consult with appropriate OCKT staff to discuss whether a video product is an appropriate medium for delivering the message. For that discussion, AHRQ staff should be able to answer basic questions about the proposed product, such as its purpose, audience, and funding. The questions in this checklist cover details that should be addressed.

The form can be completed online, but then must be saved to your computer. The form cannot be filed or sent by email through the Web. Please note that the boxes will allow you to enter as much text as you want, but if you want to print the forms, only the text that is visible in the box will print. 

Please select for a PDF file of the video considerations checklist (132 KB).

* This checklist is not required of grantees. Grantees may use this form if they choose, but they are not required to send completed versions to AHRQ.

Purpose

What do you intend to accomplish with this video (e.g., does the video's message relate to saving money, reducing a common medical error, etc.)? 

What specific message are you trying to send?

How does your message align with AHRQ priorities?

Why is a video product the best way to convey your message?

If the video is intended to be used for training, what particular problem or issue are you addressing?

Audience

Have you had specific requests for videos or DVDs regarding this information? If yes, from which individuals or groups?   ___ Yes   ___ No

Who is your target audience?

How many people do you believe will watch your video?

How and when do you envision people viewing the video? 

   ___DVD
   ___ Over the internet
   ___ At a conference
   ___ Other 
 

How will the audience use the information presented?

How long will the information on the video be useful?  ___ <6 months   ___ 1 year    ___ >1 year

What will determine when it is out of date? 

Do similar videos already exist? ___ Yes   ___ No

If yes, how will your video be different?

Funding

What is the budget for the video? 

Does the budget include funds for:

  • Pre-production (including scripting)?    ___ Yes   ___ No
  • Post-production (including captioning/subtitles and transcripts)?     ___ Yes   ___ No
  • Duplication (including packaging)?    ___ Yes   ___ No

What is the funding source?

Scheduling

When do you need to have a finished video in hand?

Is the video project tied to any event?     ___ Yes   ___ No

If yes, name and date of the event:

How many copies of the video will you require?

In what format will you need the video? 

   ___DVD
   ___ Web
   ___ Inserted into PowerPoint®
   ___ Other 
 

Does the video need to be packaged in a particular way?      ___ Yes   ___ No

If yes, have you contacted someone from OCKT's publishing staff to review the packaging?    ___ Yes   ___ No

(Go to Section 1 of the AHRQ Publishing and Communications Guidelines for information on style and submitting art files.)

Production

How long will the video be?

If the video will be distributed on DVD, will it be interactive?   ___ Yes   ___ No

If yes, how will it be interactive? 

Who will be featured in the video?

How were these people chosen for the video?

Will b-roll (background video) be used?   ___ Yes   ___ No

If yes, how will it be obtained? And if there is a separate cost, how much will that be?

Will music be added?   ___ Yes   ___ No

If yes, what is the cost of the music, and what rights does purchase convey to AHRQ?

Will the video have animation?   ___ Yes   ___ No

If yes, how will it be obtained, and what is the cost of the animation? 

Who is drafting the script? (OCKT must review all scripts.)

What vendor will produce the video?

   Company name

   Main contact with phone number

Why was this vendor chosen?

Through what mechanism will the vendor be paid (e.g., contract, task order, other)?

Clearance and Contracting

Who on the project will work with OCKT on getting AHRQ and HHS clearance for the video? 

In addition to OCKT staff, who will need to approve the script and/or final video?

   Name

   Contact information

   (a) Has the contractor and/or vendor been given copies of Appendixes 5-A and 5-B, which lay out AHRQ media rules and formats?   ___ Yes   ___ No

If no, why not?

   (b) Has the vendor been informed that every person whose face is seen on the video must sign a talent release?   ___ Yes   ___ No 

If no, why not?

   (c) Is this written into the contract or task order? Go to Appendix 5-D. AV Releases for a sample.   ___ Yes   ___ No

If no, why not? 

   (a) Has the vendor been informed that the final version of the video must comply with all relevant requirements of Section 508 of the Rehabilitation Act (including providing captioning or subtitles)?    ___ Yes   ___ No

If no, why not?

   (b) Is this written into the contract or task order?    ___ Yes   ___ No

If no, why not?

Evaluation

How will you measure the video's impact or success? 

Return to Appendix Contents

Audio Considerations Checklist

Before adding audio products to a contract's* statement of work, AHRQ project or task order officers or other AHRQ staff must review Section H of the RFP paperwork, and consult with appropriate OCKT staff to discuss whether an audio product is an appropriate medium for delivering the message. For that discussion, AHRQ staff should be able to answer basic questions about the proposed product, such as its purpose, audience, and funding. The questions in this checklist cover details that should be addressed.

The form can be completed online, but then must be saved to your computer. The form cannot be filed or sent by email through the Web. Please note that the boxes will allow you to enter as much text as you want, but if you want to print the forms, only the text that is visible in the box will print. 

Please select for a PDF file of the audio considerations checklist (127 KB).

* This checklist is not required of grantees. Grantees may use this form if they choose, but they are not required to send completed versions to AHRQ.

Purpose

What do you intend to accomplish with this audio recording (e.g., does the message relate to saving money, reaching a particular audience, etc.)?    

What specific message are you trying to send? 

How does your message align with AHRQ priorities?

Why is an audio product the best way to convey your message? 

If the recording is intended to be used for training, what particular problem or issue are you addressing? 

Have you had specific requests for audio recordings regarding this information?    ___ Yes   ___ No

If yes, from which individuals or groups? 

Who is your target audience? 

How will the audience use the information presented? 

How many people do you believe will listen to your recording?  _______

How and when do you envision people will listen to the audio file?

   ___DVD
   ___ Over the internet
   ___ At a conference
   ___ Other 
 

How long will the information be useful?  ___ <6 months   ___ 1 year    ___ >1 year

What will determine when it is out of date? 

Do similar recordings already exist?    ___ Yes   ___ No

If yes, how will your recording be different?

Funding

What is the budget for the product? 

Does the budget include funds for:

  • Pre-production (including scripting)?    ___ Yes   ___ No
  • Post-production (including captioning/subtitles and transcripts)?     ___ Yes   ___ No
  • Duplication (including packaging)?    ___ Yes   ___ No

What is the funding source?

Scheduling

When do you need to have a finished product in hand?

Is the product tied to any event?     ___ Yes   ___ No

If yes, name and date of the event:

How many copies of the recording will you require?

How will the recording or file be distributed? 

   ___Mail
   ___ Conference
   ___ Internet
   ___ Other 
 

Does the recording need to be packaged in a particular way?      ___ Yes   ___ No

If yes, have you contacted someone from OCKT's publishing staff to review the packaging?    ___ Yes   ___ No

(Go to Section 1 of the AHRQ Publishing and Communications Guidelines for information on style and submitting art files.)

Production

How long will the recording be?

Who will be featured in the recording?

How were these people chosen for the product?

Will stock music be used?   ___ Yes   ___ No

If yes, (a) how will it be obtained, (b) what is the cost of the music, and (c) what rights does purchase convey to AHRQ?

Who is drafting the script? (OCKT must review all scripts.)

What vendor will produce the recording?

   Company name

   Main contact with phone number

Why was this vendor chosen?

Through what mechanism will the vendor be paid (e.g., contract, task order, other)?

Clearance and Contracting

Who on the project will work with OCKT on getting clearance for the recording?

In addition to OCKT staff, who will need to approve the script and/or final recording?

   Name

   Contact information

   (a) Has the contractor and/or vendor been given copies of Appendixes 5-A and 5-B, which lay out AHRQ media rules and formats?   ___ Yes   ___ No

If no, why not?

   (b) Has the vendor been informed he is required to provide transcripts of all audio files?   ___ Yes   ___ No 

If no, why not?

   (c) Is this written into the contract or task order?   ___ Yes   ___ No

If no, why not? 

   (a) Has the vendor been informed that every person whose voice is heard in the recording must sign a talent release?    ___ Yes   ___ No

If no, why not?

   (b) Is this written into the contract or task order? Go to Appendix 5-D. AV Releases for a sample.   ___ Yes   ___ No

If no, why not?

   (a) Has the vendor been informed that the final version of the recording must comply with all relevant requirements of Section 508 of the Rehabilitation Act?   ___ Yes   ___ No

If no, why not?

   (b) Is this written into the contract or task order?   ___ Yes   ___ No

If no, why not?

Evaluation

How will you measure the product's impact?

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Page last reviewed March 2015
Internet Citation: Appendix 5-C. AV Checklists. March 2015. Agency for Healthcare Research and Quality, Rockville, MD. http://www.ahrq.gov/research/publications/pubcomguide/pcguide5apc.html