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AHRQ Publishing and Communications Guidelines
Appendix 5-C. AV Checklists
Table of Contents
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.
Please select for a PDF file of the AV Checklists (232 KB).
* 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.
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 OC 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 PDF form (232 KB) 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.
* 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? ___ Yes ___ No
If yes, from which individuals or groups?
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What will determine when it is out of date?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 OC'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? (OC 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 OC on getting AHRQ and HHS clearance for the video?
In addition to OC 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?
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 OC 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 PDF form (232 KB) 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.
* 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?
Audience
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?
___ CD
___ Through 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 OC'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? (OC 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 OC on getting clearance for the recording?
In addition to OC 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 originally created April 2009