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OVC Publishing Guidelines for Print and Multimedia About OVCOJP seal: Innovation . Partnerships . Safer Neighborhoods Message From the DirectorOVC Publishing Guidelines for Print and Multimedia NCJ 229712 / March 2010
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Submission Requirements


File Setup

Prepare your submission package according to the following guidelines:


Due to ever-advancing technology and the time span of many grants, OVC does not accept DVD compressed files (masters) ready for duplication. Accessibility refinements, improved technologies, and OVC’s evolving best practices dictate that submissions be composed of the appropriate individual files so that any adjustments can be made economically and efficiently. Submission requirements for DVDs are subject to change, so be sure to check these guidelines periodically and discuss any issues with your grant monitor.

Submit the following:

Source video for closed- and open-captioned videos—

  • Preferred: DVD-R in Quicktime .MOV format (720 x 480, DV/DVCPRO compression, Best Quality)
  • Alternative #1: High-grade Mini-DV
  • Alternative #2: DVD-R in compressed MPEG-2 format

Audio files (standard)—

  • Preferred: .aiff files; also accepted: .wav files, .ac3 files
  • Bit-rate: 24-bit
  • Sample rate: 48 kHz

Closed-captioning/Subtitle files—

  • .txt files saved in Unicode format or MS Word files using the following guidelines:
    • Length of individual caption appearing on screen not to exceed 65 characters, including spaces.
    • Starting and ending timecodes should be included and separated by a comma; relevant caption should follow the ending timecode.
      00:00:01:07, 00:00:02:05, Hello
      00:00:03:12, 00:00:04:27, How are you?
      00:00:05:10, 00:00:06:23, Fine.
  • Limit captions to two lines per screen, and ensure that their placement doesn't conflict with the placement of other text on screen (e.g., names, titles).

Open-captioning files—

  • Preferred: .MOV separate source file with white text laid on top of a black background using the following guidelines:
    • Arial 24-point font.
    • Length of individual caption appearing on screen not to exceed 85 characters, including spaces.
  • Alternative: Open-captioned video as a flattened source file. In this case, send two versions of video—one with and one without captions.
  • Limit captions to two lines per screen, and ensure that their placement doesn't conflict with the placement of other text on screen (e.g., names, titles).

Enhanced audio script—

  • Shooting script in three-column format with time stamp, description of scene where applicable, and caption. For example—
TIME Description Caption
00:15:17 Kenneth Barnes, LAPD, speaks over images of a victim being interviewed by police and a team of people discussing issues at a table Justice must be equal. And justice for crime victims should be at the head of the table.

DVD content—

  • Add the following disclaimer to the beginning of the playback. (Contact your grant monitor if you have questions.)
    "This product was produced by [name of production company] and supported by grant [or contract, cooperative agreement] number ____________________, awarded by the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justice. The opinions, findings, and conclusions or recommendations expressed in this product are those of the contributors and do not necessarily represent the official position or policies of the U.S. Department of Justice."
  • OJP seal and tagline and OVC logo
    • Add the OJP seal and tagline and the OVC logo at the beginning of the playback but after the OVC disclaimer (see above). On screen, the OJP seal should appear on the left with its tagline below it and the OVC logo to its right. Both logos should be approximately the same height.
    • Contact your grant monitor to obtain the correct files.


Generally, OVC prepares final artwork. If your grant or contract requires you to prepare camera ready art, check with your grant or project manager for our production standards (e.g., slipcovers, cases, labels, disclaimer use and placement, logos). This applies whether or not the product will be printed or uploaded by OVC or the grantee.

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Online Video

OVC posts clips of the videos it offers online and, in some cases, other brief videos (e.g., NCVRW PSAs). In most cases, OVC uses the files you submitted as part of your DVD submission package to create the promotional clip. If you are creating your own clip, or if your full video will be online only, you will need to submit the following files to OVC:

  • QuickTime movie (.MOV): high-quality 720 x 480 resolution, H.264 codec
  • QuickTime movie (.MOV): medium-quality 320 x 240 resolution, H.264 codec
  • Windows Media (.WMV): medium-quality 320 x 240 resolution, Video Mode: 2 Pass VBR Video Codec: Windows Media Video 9 Video Quality: 90-100%
  • Closed Caption/subtitles file in .SMIL format for QuickTime movies
  • Closed Caption/subtitles file in .SMI format for Windows Media files
  • Transcript files in .TXT format

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