Gateway for letters and publications
A gateway process helps to ensure that the organisation speaks in a consistent voice and tone, in a co-ordinated manner, makes use of appropriate expertise across PHE and that the documents published achieve appropriate approval first.
It also helps to avoid duplication of effort and ensures that aspects of brand identity, such as visual identity, are correct and appropriate. It also means the organisation can record and track what information is being communicated.
These are important considerations for publications such as reports, leaflets and factsheets.
In addition, a gateway process for letters has been established in order to manage the high number of communications being sent nationwide to local contacts.
Materials needing gateway approval
The gateway process covers publications, such as corporate documents, reports, leaflets, factsheets and newsletters, plus any nationally targeted communications where there is a generic local audience, such as letters to all local authority directors of public health or chief executives.
This includes covering letters accompanying publications and requests for data collection.
The gateway does not cover:
- letters written at a local level for local audiences
- scientific posters
- presentations (unless there is an intention to published these online)
- data in HTML format without commentary
- social media outputs such as tweets
- conference/event materials such as fliers
- public health social marketing campaign materials
- papers or abstracts written by staff for publication in external journals, though these should be discussed with the Research and Development Office
- job advertisements
- films, although these should be discussed with the publications team
- incident communications which are subject to existing clearance mechanisms covered by incident and emergency response plan arrangements
Emails do not usually require gateway approval unless there is an intention to issue an email nationwide to local audiences, in which case gateway colleagues should be consulted for advice.
National letters to local audiences
Following a principle that PHE Centres are the front door to the organisation, nationwide letters to local partners should be ordinarily issued through PHE Centres following gateway approval.
At the discretion of the gateway team, it may be considered more appropriate for a nationwide communication to local partners to be sent directly from a national mailbox.
It is also important to take full advantage of our regular external communication tools, such as the PHE Bulletin, the monthly communication that is distributed to all directors of public health, local authority chief executives and other important stakeholders.
There are also NHS England, Local Government Association and other organisational bulletins that are suitable mechanisms for contacting specific audiences. Please contact the gateway team, which can provide advice on how to place your item in these bulletins.
Communications from PHE centre or KITs
Communications at a local level to local contacts in your region do not require gateway approval. You must, however, ensure local signoff as appropriate. For key issues, your local communications team should be made aware along with your local centre or KIT director.
However, a centre or KIT looking to send a communication nationwide (for example, a report from a topic-lead KIT) must go through the gateway process.
All publications, such as reports to be published online, should be submitted for gateway clearance.
The gateway process
Proposed publications such as reports, leaflets, factsheets and newsletters should be submitted to the gateway team along with a completed gateway checklist. The team will consider the document(s) and, when satisfied that all appropriate checks have been made, will issue a unique gateway number.
For national communications to local audiences, such as letters, each one will be analysed and approved by operations and communications senior staff members. A unique gateway number will then be supplied and the communication can be issued.
Speed of gateway clearance
For publications:
The process can vary markedly, depending on circumstances and quality of materials, and in some cases gateway clearance may not be given. For example, if two related work areas within PHE are producing near-identical materials without communicating or collaborating, then it is a reputational risk to the organisation to produce two publications. A gateway number will not usually be issued until the press team has considered media and reputational implications. However, in most cases a gateway number will be issued within days.
For letters:
In normal circumstances approval will be given within 36 hours. However, to ensure that your communication is sent out swiftly and to accommodate any unforeseen delays, please let the gateway team know as far in advance as possible. Some items must be sent to the gateway team earlier than others, for example tripartite communications such as those on screening or immunisation.
After gateway approval is granted
For publications:
Once a unique gateway number is given, this will usually be added to the document by the publications team. The document can then be passed for publishing by the online services team (note that this team will not publish documents without a gateway number).
For letters:
Once a document has gateway approval it will be distributed at a mutually convenient opportunity. The starting position is that all nationwide communications to local contacts will be sent onward via PHE centres from the centre director. PHE centres are the front door to the organisation, so it is appropriate that communications to local contacts come from local centres. At the discretion of the gateway team, it may be considered more appropriate for a communication to be sent from a national mailbox directly. The gateway team can advise accordingly.
Distribution to a wider national audience such as stakeholders or press
Contact your regional or directorate’s communications team, who will be able to provide further advice on how to reach these audiences.
Letters as part of publications
The letter and the publication can be submitted together but will be assessed separately according to their own checklists. A single gateway number may be issued, covering both report and letter.
If in doubt, please send your enquiry to the gateway team at gateway@phe.gov.uk