Best Practices Guidelines for NCE Communicators

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Communications:
Networks and Centres
Best Practices
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Tel: 613-995-6010 Fax: 613-992-7356
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Contents
Public Announcement of Federal Funds ..................................................................................... 3
When to use the Canada Wordmark and Federal Identity Program (FIP) ................................... 3
When to use the NCE symbol..................................................................................................... 5
Communications Activities for New Centres/Networks................................................................ 6
Social Media ............................................................................................................................... 8
Appendix A - News Conference for the Announcement of A New Network or Centre ............... 10
Appendix B – Communications Support from the NCE Secretariat Communications Team ...... 11
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Public Announcement of Federal Funds
•
The public announcement of the Network or Centre (media release and/or news conference)
is normally done as an announcement by a minister of the federal government, giving the
minister an opportunity to highlight the government’s investment in research and
development
•
The NCE Secretariat is required to brief the Minister of Industry, Minister of Health or
Secretary of State (Science, Research and Development) on public announcements of
Network or Centre awards. The involvement of federal or provincial politicians invokes
special protocol considerations and puts extra demands on the planning process
•
It is important to note that the NCE Secretariat acts as the liaison in these matters, and
deals directly with the Minister’s office
Appendix A presents a sample “critical path” of a ministerial announcement
When to use the Canada Wordmark and Federal Identity Program
(FIP)
•
The Networks’ and Centres’ various communications tools (print and electronic) should
mention that the Network or Centre is made possible through the funding of the Networks of
Centres of Excellence and display, at a minimum, the Canada Wordmark as displayed
below
•
Networks and Centres may also choose to incorporate the Federal Identity Program (FIP)
and include a government of Canada symbol as displayed below
•
Whenever possible the Network or Centre should acknowledge the support it receives from
the appropriate granting agency(ies). Where a public announcement or information about
funding is released, the Canada Wordmark (at a minimum) and the FIP should be displayed.
In these cases, the NCE symbol should not be used.
•
Once the funding agreement with a Network or Centre has expired, the Network or Centre
must terminate use of the Canada watermark, as well as use of the official program name
and its acronym [ie: Networks of Centres of Excellence (NCE), Centres of Excellence for
Commercialization and Research (CECR), and Business-Led Networks of Centres of
Excellence (BL-NCE)]
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Canada Wordmark
Federal Identity Program (FIP)
Below is an example of the proper use of the Canada Wordmark, as well as the FIP.
Please contact NCE Communications staff for the identity graphics package.
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When to use the NCE symbol
•
The NCE symbols, as displayed below, should be used to demonstrate an association with
the Networks of Centres of Excellence.
•
It is important to note FIP is the official logo of the NCE programs.
•
These symbols may be used on promotional material, and also on web sites, banners and
other communications tools.
•
The option of which symbol to use is to the discretion of the communications officer of each
Network or Centre
•
Where an older version of the NCE symbol exists (gold coloured) this should be replaced by
the current symbol as displayed below
NCE symbols
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Below (in the bottom right corner) is an example of the proper use of the former NCE symbol,
which is being replaced with the symbol above. The symbol is used to demonstrate that the
organization is a member of the NCE family of Networks and Centres.
Communications Activities for New Centres/Networks
During the first and subsequent years of Network or Centre operations, the Communications
Officer must ensure that the Network or Centre activities address the following:
Communications planning
•
Each Network or Centre is expected to establish its own communications plan in its first year
of existence. The plan will be consistent with the Network or Centre’s vision and mission and
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will describe communications strategies to be adopted in support of the Network’s or
Centre’s main objectives
•
The plan must also incorporate activities that fall into the following categories:
o facilitating information exchange among Network or Centre members
o creating and sustaining partnerships with the private and public sectors
o promoting Network or Centre activities and outcomes to the general public, policy
makers and the media
o conducting outreach and education to its members and research community
•
The overall communications strategy must also complement the primary
o objectives of the NCE or Centre
o to raise public awareness of the accomplishments and ongoing work of the
Network or Centre; and
o to educate the various publics on the cope, diversity and quality of research
undertaken by the Network or Centre and, most importantly, about their
relevance to Canadian economic and social development
External communications
•
The Network or Centre should seek to develop a multifaceted approach to external
communications with the broader scientific community, industry, policy stakeholders and the
general public.
•
Its strategy should be reflective of its mandate and target audience, and should support and
complement the overall communications goals of its encompassing NCE program
Internal communications
•
The objectives of internal communications are to inform the Network or Centre’s participants
and private and public partners of its research activities and programs, as well as to facilitate
commercialization, research collaboration and information sharing among the Network or
Centre’s investigators or members, students, Board and committee members, and partners.
Annual General Meetings (for Centres)
It is recommended that the Centre/Network organize, as per the by-laws of their incorporation,
an Annual General Meeting (AGM) among Centre members, partners, the Centre Host and
others, as appropriate, in order to share and to discuss the results of Centre’s research and/or
commercialization activities. These are usually held once a year.
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First Annual Scientific Meeting (for Networks)
Each Network holds a scientific meeting during its first year of research operation (i.e., year ‘1’).
The first annual scientific meeting provides unique and valuable communications opportunities.
For example, it offers:
•
•
•
•
•
excellent networking possibilities for all network researchers;
exposure to targeted private- and public-sector partners;
an opportunity to highlight the importance of the NCE programs to their stakeholders,
partners etc.
an opportunity to raise awareness of the new network among participating VIPs (e.g.,
government minister, MP, granting council, NCE Steering Committee President, Chair); and
exposure to local and national media.
Reporting
•
Annual Report corporate style one print copy and one electronic copy to be submitted
based on funding agreement deadline.
Communications Support from the NCE Secretariat
The NCE Secretariat communications staff provides advice to the Network or Centres on
initiatives involving the federal government. For a summary of what to share, what the NCE
Secretariat can do, and useful information to know, see Appendix B.
Social Media
“Like” us on Facebook
English & French: Networks of Centres of Excellence
http://www.facebook.com/networksofcentresofexcellence
Follow us on Twitter
English & French: @NCE_RCE https://twitter.com/nce_rce
Featured Content
• Network & Centre:
•
o
Events
o
News
o
Impact Stories
Secretariat News
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Promoting your stories and our tweet style
The NCE Secretariat is committed to promoting all Networks and Centres through social media
channels. On Twitter, we will first seek to retweet Networks and Centres who have written about
events, news and impact stories. We may also compose our own tweets (which will be in both
official languages).
Networks and Centres are encouraged to let the Secretariat know ahead of time of any
upcoming news releases and announcements to ensure promptness on our social media
channels.
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Tel: 613-995-6010 Fax: 613-992-7356
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Appendix A - News Conference for the Announcement of A New
Network or Centre
A.1. List of Events
Priority
Task
1.
Draft event scenario – proposed jointly by
university and NCE but subject to major
amendment by Minister’s office (prepare back-up
scenario in case Minister cannot attend
Confirm podium officials and Master of
Ceremonies
Add event to agendas of:
•
Minister(s)/Secretary of State/MP
•
President of Host Institution
•
VP Research
•
Network or Centre Director
•
Granting Agencies’ presidents
Organize location, reception, room bookings, tour
of labs, photo shoot (secure services of
photographer), news conference
Invitations to Host Institution officials, Network or
Centre Stakeholders and partners
Draft Government of Canada, NCE and/or
university news release
2.
3.
4.
5.
6.
7.
8.
9.
Order news conference refreshments
Translate media release into other official
language (4 days minimum turnaround time)
Draft launch media advisory
10.
Broadcast media advisory
11.
Detailed room layout (display tables, kiosks,
media kits and other literature, signage)
Follow-up telephone calls to encourage media,
confirm attendance
Media kit preparation:
•
news release
•
Network or Centre fact sheet
•
other material (list of other Networks or
Centres, NCE brochure, etc.)
Reconfirm ALL arrangements
12.
13.
14.
Due Date
/ Status
Action/Comment
NCE Communications
and Network or Centre
NCE Communications
and Network or Centre
NCE Communications
and Network or Centre
Network or Centre
Network or Centre
NCE
Communications,
Network or Centre
Network or Centre
NCE Communications
NCE Communications
and Host Institution
NCE Communications
and Network or Centre
Network or Centre and
NCE Communications
NCE Communications
and Host Institution
Network or Centre
All
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Appendix B – Communications Support from the NCE Secretariat
Communications Team
What you should share:
Upcoming Events
Events make for attractive opportunities for announcements by
Ministers. A ministerial presence not only raises the Event’s
profile, but also your profile in the eyes of important decisionmakers.
News Releases and
Announcements
Success Stories
Increase your audiences to include key decision-makers as well
as the rest of the NCE Community.
Communications
Issues
Any issues that would potentially affect the host institution,
NCE, Government of Canada, etc.
Decision-makers often highlight the impacts of the
Government’s funding, to show a return on its significant
investments. Share any and all success stories with the
secretariat, which may be used in a variety of formats
(including Newsletters and our Annual Report).
What we do for you:
On the NCE
Website
•
•
•
•
Exhibits
The NCE Secretariat occasionally participates in Innovation
Conferences. All Networks and Centres have the opportunity to
provide the Secretariat with light promotional material in this
case.
We are happy to distribute news of your successes through our
Social Media Accounts (Twitter: NCE_RCE, Facebook:
www.facebook.com/networksofcentresofexcellence )
Sessions between all NCE Communicators are held regularly to
discuss upcoming events, ongoing challenges and to connect
the community together.
www.nce-rce.gc.ca
Social Media
Regular
Teleconferences
Liaison
•
•
Post Network and Centre Upcoming Events and News.
Offer convenient RSS Feeds
Post up-to-date Program Guides
Post important reports (Annual Reports, PSAB Reports)
With Ministerial Staff
With the Granting Agencies (NSERC, SSHRC, CIHR)
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What you should know:
Access to
Guidelines and
NCE Graphics and
Program Guides
Contact
For the graphics necessary to acknowledge NCE Funding, as
well as for the Best Practices Guidelines for NCE
Communicators you can visit the following at any time:
http://www.nce-rce.gc.ca/_fip/index_eng.asp
Up-to-date program guides are available on our website at
www.nce-rce.gc.ca
Should you have any questions, do not hesitate to e-mail any of
our Communications staff:
•
•
•
Kelly Nolan, Communications Manager, [email protected], 613-996-0390
Hans Posthuma, Communications Advisor,
[email protected], 613-943-8752
Alex Pigeon, Communications Coordinator,
[email protected], 613-943-8761