The following templates are offered as tools that can be used to assist in creating public involvement materials for INDOT. The documents listed below are in the INDOT design standard and should be used when developing INDOT’s public involvement and outreach materials, as appropriate. Please note that these documents are templates only and are written as outlines that should be populated or tailored to your specific purposes. Public involvement activities may utilize different combinations of the templates below and do not require that all are used for every project or plan.
- Agenda
The attached includes a sample agenda for public meeting. The agenda includes key information, such as meeting purpose, applicable project, and logistics, and provides sample agenda topics and timelines. Templates should be tailored accordingly.
- Comment Form
The following document is a questionnaire that can be distributed during in-person public meetings to collect comments specific to the project. Questions can be customized, as needed. The second page is provided in a tri-fold format to fold and mail back to the department, if desired. Templates should be tailored accordingly.
- Comment Tracker
This excel file can be used to log comments and responses received during public outreach for a project or plan.
- Demographics Form
This form is a survey that can be distributed during in-person public meetings to gather demographic information about the participants. The survey can be used to help understand whether INDOT is providing a fair and equitable public involvement process. Templates should be tailored accordingly. Specific to this form, any personably identifiable information is to be excluded.
- Fact Sheet
This document is a two-page outline that can be used to share key facts and information about INDOT’s projects or planning processes. Templates should be tailored accordingly.
- FAQ Sheet
This template can be used as a framework to list out questions and responses to frequently asked questions. FAQ sheets should be written to help answer stakeholder questions and other public inquiries. Templates should be tailored accordingly.
- Flyer
This document is an outline for a one-page flyer that can be used to disseminate project-specific information to the public, including notifications for upcoming public meetings. Templates should be tailored accordingly.
- Paid Advertisement
This provides a one-page template for generating paid advertisements or public service announcements (PSAs), such as to notify the public on upcoming public meeting events. Paid advertisements can be made over radio, television, print, or via local newscasts. The advantage of paid advertisements over news releases is that INDOT has more control over the messaging and frequency of the advertisement. However, please note that it may be required to post the advertisement using non-traditional media outlets or publications to reach traditionally underrepresented groups, based on the demographics of the specific region.
- Post-Meeting Survey for Participants (In-Person)
This document is a questionnaire that can be distributed to participants of in-person public meetings at the conclusion of the meeting to solicit feedback and lessons learned. Templates should be tailored accordingly.
- Post-Meeting Survey for Participants (Virtual)
This hyperlink links to a questionnaire that can be distributed to participants of virtual public meetings at the conclusion of the meeting to solicit feedback and lessons learned. Templates should be tailored accordingly.
- Postcard
This is an example of a postcard that can be mailed or distributed to members of the public who are on the mailing list (or live/work in a project/study area) to notify them of upcoming public involvement meetings or to provide key project updates.
- Presentation Template
The attached document is a reference guide for INDOT’s PowerPoint template and design standards when preparing presentations. The document includes resources for accessing INDOT’s standard PowerPoint, how to convert an existing presentation into the INDOT template, and key considerations for fonts, colors, size, etc. Please download the presentation guide here.
- Press Release
This document provides a template for how to generate a press release that can be provided to media outlets, such as for notifications of upcoming public meetings. When preparing press releases, project managers should coordinate with their District representatives over key information, messaging, and processes for providing to the media outlets. Press releases should be limited to two pages. As with all media coverage, one risk of press releases is that the media is responsible for conveying the message to the public and may put an angle on the message that could either be beneficial or detrimental to the message.
- Public Meeting Summary
This document can be used as a template for documenting the outcomes of a public meeting, including a summary of the meeting notes, attendees, comments received, meeting outcomes, etc.
- Public Outreach Documentation Summary Form
This document may be used to summarize INDOT’s public outreach efforts for projects or transportation planning, including the public outreach strategies, a record of public involvement activities, events that occurred, outcomes, a summary of public feedback, and any trends, themes, or lessons learned as a result.
- Sign In Sheet
This template can be used at meetings to gather name and contact information at public meetings or other outreach events.
- Social Media Posts
Social media posts are a useful way to communicate on upcoming events or public meetings, provide project updates or notifications, and engage the public. If you would like to make a social media post, please reach out directly to Natalie Garrett, who is responsible for INDOT’s social media communications and will make the post on your behalf.
- Comment Form (Online)
The following link goes to an online form that can be sent out to collect comments specific to a project.
- Public Engagement Summary
This template provides an outline that can be used to summarize the level of public engagement specific to a project, including an overview of the project, public involvement strategies, record of public involvement activities conducted, and results to evaluate the effectiveness of the engagement strategies.
The above templates are meant to be downloaded and used for preparing INDOT’s public involvement materials. Although these templates have been created in the INDOT design standard, there are a few key considerations to be aware of when preparing public involvement materials. Please refer to the below.
- Formatting
Please keep the following in mind when writing and designing material for public involvement:
- Follow INDOT Brand & Design Standards
- Conversational and inviting in tone
- Large font
- Easy to read
- Avoids the use of jargon, technical terminology, and acronyms
- Use of regular communication throughout the life of a project
- Inclusion Disclosure
Public notifications and project webpages are required to include the following disclosure regarding translation and interpreter services:
Indiana Department of Transportation is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs, and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws. To request a reasonable accommodation due to a disability, or language interpretation or translation services, to participate in this [Insert meeting /project / INDOT’s project development process], please contact [Insert name of District contact person, title, telephone number, and email] no later than [Insert date at least fourteen business days prior to date item is needed]. Public participation is solicited without regard to race, color, sex, age, national origin, or disability.