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County Impact Statements

Counties now have the ability to send county impact statements via web submission for print - on - demand. The communications department has designed and stored in the print media center, a two-color impact statement shell for each county.

Print - on - demand allows counties to print only the number of impact statements needed at the time that they are needed. It allows for corrections and changes in impact statements without having to reprint an entire job.

Impact Template

A impact template has been developed and designed so that when the print - on - demand job is submitted from the county, the contents fit precisely within the single page shell. Each impact statement template has been designed for a single sided 8.5" X 11" page.

Instructions for using the template are as follows:

In order to insert the picture, people have to unlock the template.
Fill in the template first.
Go to View, Toolbars, and put a checkmark next to Forms
The Forms shortcut toolbar will appear on the screen.
On the far right of this toolbar is a highlighted lock.
Select this lock to unlock the template.
The picture can be inserted.

NOTE: Do not re-lock the template. All your data will disappear.

To fit the copy and material within the impact statement shell, it is important that counties adhere to the guidelines. You may write your copy and bulleted items directly into the designated area on your impact statement template.

Guidelines

•  Type Face

The type face or font to be used is Arial for the headline and caption. Times Roman will be used for the copy to include the bulleted items.

•  Point Size

The point size for the headline should be 18 point; the point size for the caption should be 9 point; the point size for the bulleted impacts should be 10 point; the point size for the body should be 11 point.

•  Copy Length

The copy length of the impact statement should be no longer than 350 words. The copy must fit within the space provided on the impact template.

•  Passive v. Active Voice

Write sentences in the active, not passive voice. An active sentence has an active verb. An inactive sentence uses the "to be" form. Example of inactive: "The sentence will be short" (future tense, inactive verb).

•  Quotes

Quotes from satisfied participants add to the message and should be used as a pull - out quote or within the body's copy.

• Caption

Write a single, easy-to-read sentence of no more than 15 to 20 words for the caption. The caption should describe the picture, but not in too much detail. Individuals should be identified left to right.

• Photograph

If you use a film camera, scan in the photograph or use a C D if available through your photo processing outlet. Save the photograph as a j p e g (.j p g) or t i f f (.t i f) and paste into the template at the location provided.

Ideally, you will size the photograph prior to pasting it into the template, making certain that you maintain the relative dimensions of the picture.

If you use photographs of youth, you should acquire parental permission in writing. Taking pictures of individuals in a public setting and then using those pictures in a publication is protected as freedom of expression.

•  Bulleted Impacts

Each bulleted impact should be no longer than one sentence of no more than 15 words. Keep words short.

Developing the Impact Statement

The county staff should write and edit copy for the impact statement, making certain that it fits within the space provided on the impact template. Make certain that impact statements are clearly and succinctly written and error free. Avoid highly specialized language. Use commonly accepted phrases and words.

An effort should be made to write copy at the sixth grade to eighth grade level, preferably sixth grade. You may accomplish this by using short sentences and words with few syllables. The software package on your computer will provide you with a word count and a snapshot of the reading level of your copy.

Printer  Driver

Prior to submitting an impact statement for printing, using print-on-demand technology, each county must load the Xerox 6180 Docutech driver on the computer(s) which will be used to submit the impact statement. 

Submitting Impact Statement

When submitting the impact statement for printing, follow the detailed instructions found on the intranet.

The cost of the impact statements will not be charged to the counties, but will be charged to a designated fund, which is used for tracking use of the print - on - demand equipment. Each copy is 10 cents.

Once the impact statement and submission form is received via web submission by the print media center, the time and date will be recorded and every effort will be made to print the impact statements within 48 hours.

Submitting Impact Statement for Posting on Your County Web Page

After submission for printing, submit your original WORD file via the websubmission.  This will require your intranet password and ID if you have not setup single logon. Instructions for using web submission are found in the user's guide on the menu.  In addition to your original Word document, please submit any photographs used in the impact statements separately.  Please do not send the Web Associates your PRN file.  It must be a WORD document file.  Any questions call Donna Rinke (671-2302).

Delivery

As soon as the printed impact statements are printed, they will be delivered to the counties using the regularly scheduled delivery system.

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