Evaluation of Public Legal Education And Information: An Annotated Bibliography

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Appendix B: Evaluation Standards; Publication Standards, Seminar Standards, Speakers Standards (continued)

Publication Standards

Objective

1. The objective of these standards is to:

1. provide a basis for assessing and editing written work proposed to be published;
   and
2. to provide a guideline to writers.

Scope of Written Materials

• 2.1 The purpose of written materials shall be to inform the reader of the substance and process of the law, and to direct them to available resources which might enable them to achieve personal legal objectives.
• 2.2 Texts intended for the general public should be general in scope and should avoid extensive, detailed or technical legal discussions.
• 2.3 Generally, texts may include a glossary of legal terms common to the subject of the text, and a glossary of legislation which lists and explains the purpose of statutes relevant to the subject.
• 2.4 Each text should include a "contents" page, listing major topics and the pages on which they may be found.

Language of Materials

• 3.1 Materials should avoid the use of technical legal terms insofar as possible. Where a term is used it should be explained at the first usage, and it should be included in the glossary. A "technical legal term" is any word or expression in any language which is not commonly used in everyday speech, or which, if commonly used, has a meaning not clearly related to its "legal" meaning.
• 3.2 Texts shall be written in nonsexist language. This means at least:
  1. gender specific pronouns shall not be used. It is preferable to use (the grammatically incorrect) plural personal pronoun "their" or "they", rather than the gender specific terms "he", "his", "him" or "she", "hers", "her".
  2. An exception to this is allowable when an example, or factual event is discussed, in which case the appropriate pronouns may be used.
  3. gender specific examples should be avoided. Where they are used, care must be exercised to avoid stereotypes of any kind.
• 3.3 In giving effect to rule 3.2, it is desireable to avoid the use of common words or expressions if they contain the prefix, suffix or other language form "man".
• 3.4 Texts shall be written in a nonpersonal and nonpatronizing tone. In particular, second person speech, including use of the personal pronoun "you", should be used sparingly.
• 3.5 Publications intended for general distribution should be bilingual (as distinct from simultaneous publications).
• 3.6 Materials produced in support of any particular project should be produced in the appropriate language for the audience.

Layout and Graphic Design

• 4.1 Generally, publications should be consistent and uniform in visual appearance.
• 4.2 Generally one of the following three standard layout formats should be used:
  1. 8.5" x 3.5" folded leaflets;
  2. 8.5" x 5.5" saddle stapled booklet; and
  3. 11" x 8.5" cerlox bound manual.
• 4.3 Text shall be printed in either 10 point for 12 point in either Helvetica or Geneva typeface.
• 4.4 Generally, text should be laid out in single line spacing where 12 point type is used and 1.5 line spacing where 10 point type is used.
• 4.5 Generally, (in booklets and manual format) there should be not more than 2 consequentive pages without "white space". White space is either:
  1. an area of blank page at the beginning or end of a topic; or
  2. an illustration or combination of illustrations totally in area at least 25% of a page; or
  3. a side bar margin of at least 20% of the page.
• 4.6 Where reasonable, new topics should begin on a new page.
• 4.7 In using the manual format, generally the text should be laid out to use 2/3 of the page width, leaving a 1/3 page margin in which "sidebar" headings may be placed.
• 4.8
  1. Topic headings shall be separated from the preceding or following text by a double line space, and shall be in all capitals, bold face type, 2 point sizes larger than the text but not underlined.
  2. Sub headings shall be separated from the preceding or following text by a double line space, and shall be in all capitals, plain face type, the same size as the text, but not underlined.
  3. Secondary sub headings should be avoided. Where they are used, they shall be separated from the preceding or following text by a double space, capital initial letters for each word, plain face type of the same size as the text, but not underlined.
• 4.9 Headings and subheadings shall be "left justified" without indentation.

Credits and Disclaimers

• 5.1 Generally, authorship of leaflets will not be attributed.
• 5.2 Authorship of booklets or manuals will not be shown on the outside cover but may be indicated on the inside title page.

  The Association's name and logo shall appear on the outside cover, and the name of the Association shall appear on the inside title page.

• 5.4 Every publication shall contain publishing information on the reverse side of the inside title page. The publishing information shall at least include:
  1. The title;
  2. Statement of disclaimer;
  3. Canadian Cataloguing in Publication Data (unless not applicable);
  4. SBN serial number;
  5. Copyright mark, date and the Association's full legal name;
  6. The name and address of the Association; and
  7. Attribution of general funders of the Association and any specific funding for the text.
• 5.5 Every text shall include, on the final page, an information sheet containing:
  1. Information about other publications;
  2. Notice about Law Phone In and Lawyer Referral;
  3. Disclaimer statement; and
  4. The Association's name and address.
• 5.6 The statement of disclaimer to appear at the front and end of the text shall read:

  "Produced as public information by Community Legal Education Association, a nonprofit community service providing legal information to Manitobans. This booklet is intended as general legal information only, not as advice. Every situation is unique, and involves individual legal issues. If you want legal advice, call a lawyer. If you need help finding a lawyer, call our Lawyer Referral Service at 9432305 or 18002628800 (IF PHONING FROM OUTSIDE WINNIPEG)."

  Together with any other statement appropriate to the text. REPUBLICATION

Republication

6.1 Prior to any reprinting results of evaluation will be considered.

Seminar Standards

Objective

1. The objective of these standards is to ensure that legal information events sponsored by CLEA are characterized by accessibility, consistency and sensitivity to audience needs.
2. These standards do not apply to events which CLEA is supporting, but which are sponsored by others.

Physical Premises

• 2.1 Premises to be used shall be fully wheelchair accessible.
• 2.2 In selecting premises, priority concern shall be given to proximity of bus service, and availability of parking.
• 2.3 Program staff shall visit the proposed premises to satisfy themselves as to the suitability, adequacy, and general appearance of the premises before confirming location.
• 2.4 Program staff shall be at the location well in advance of the published start time.

Publicity

• 3.1 A proposed publicity plan shall be included in the program action plan presented to the Program Committee, and modified at their direction.
• 3.2 Publicity materials shall adequately identify CLEA as the sponsoring agency, and shall identify any significant funders of the event.
• 3.3 Insofar as they identify speakers' credentials, publicity materials shall conform to the terms of CLEA's speakers standards.
• 3.4 Publicity materials shall include notices as to:
  • availability of day care;
  • accessibility;
  • local bus lines and parking;
  • a phone number for further information and where appropriate,
  • a location map.

Materials

• 4.1 Generally, materials to be distributed shall be prepared at least two weeks prior to the event.
• 4.2 Copies of materials to be distributed shall be sent to presenters a week before the event.
• 4.3 All materials prepared or created for an event, shall adequately identify CLEA, and all appropriate funders.
• 4.4 CLEA's standards for written materials shall be followed in selections or preparation of materials.
• 4.5 For each event, materials prepared shall include:
  • an agenda for the event;
  • a topic outline;
  • an evaluation instrument complying with CLEA's evaluation standards; and
  • such other materials as are appropriate.

General

• 5.1 Adequate refreshment and meal breaks shall be incorporated in agendas.
• 5.2 Generally, programs should not proceed longer than 90 minutes and in no event longer than 2 hours without a break.
• 5.3 Generally, afternoon programs should end no later than 4:OOPM.
• 5.4 Where appropriate, registration material should include identifying name tags and personalized materials folders.

Speakers Standards

Objective

1. The objective of these standards is to ensure that volunteers used to present legal information in events sponsored or supported by CLEA are:

1. fairly and appropriately selected;
2. properly informed of the details of the event;
3. subject to evaluation by participants; and
4. given to understand the bonds of appropriate personal advertising.

Selection of Speaker

• 2.1 CLEA will solicit volunteers from the legal profession generally, and as the topic/occasion warrants, from related justice agencies.
• 2.2 Volunteers will be catalogued as to preference of topic, media and audience, based on their own indications.
• 2.3 CLEA will not act to monitor or verify a volunteer's skills or competence in a legal topic.
• 2.4 The Program Coordinator will exercise discretion in selecting volunteers for assignment, based on knowledge of the person, the volunteer's indicated preferences, and evaluation reports from previous assignments.

Material to be supplied to Speaker/Program Initiator

• 3.1 In every case, a letter of confirmation detailing the date, time, place and topic will be sent to the volunteer the day the oral commitment is made. The letter will advise the name, address and phone number of the person to contact for additional information, and a paragraph setting out rule 5.2 of this guideline.
• 3.2 In cases where CLEA acts as "broker" to get a speaker for some other groups, a letter of confirmation, setting out reciprocal information, will be sent to the program organizer suggesting they contact the volunteer to discuss the program's content.
• 3.3 All volunteers will receive a suggestion leaflet_ of guidelines for making their presentation (a copy is attached).
• 3.4 Volunteers in CLEA organized events will receive a topic outline, as a suggestion of points to include in their presentation.
• 3.5 Organizers of "CLEA brokered" events will be given the name of the presenter and invited to send the volunteer a topic outline if they wish to.
• 3.6 Following the event, some tangible form of acknowledgment should be sent to the volunteer thanking them for their participation.

Evaluation of and/or Absence of Volunteers

• 4.1 Evaluation data and any complaints as to style related to each volunteer will be compiled by the Program Coordinator.
• 4.2 Incidents of volunteers failing to meet commitments will be investigated in an informal manner. Emergency explanations will be noted.

  Non emergency explanations will be noted. After two such failures, the volunteer will be removed from the list.

• 4.3 Complaints from program initiators and/or audience, dealing with the substance of a presentation, will be referred to the committee.

Identification of Lawyer to Audience

• 5.1 In any advance advertising, and in introducing the speaker, it is proper to indicate:
  1. the participant's affiliation with a law firm;
  2. the participant's affiliation with a university;
  3. the participant's affiliation with a nonprofit organization;
  4. their employment by the government;
  5. that they are a member of the Bench;
  6. their work with or on a Law Reform Commission;
  7. professional associations.
• 5.2 It is not proper for a lawyer in private practiceto give a member of the audience their professional card. If there is any approach by a member of the audience related to engaging the lawyer's services, the lawyer should request that person to call the firm.

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