Communications Support Form

  • Communications Support Form

  • Please fill out the following fields below to get started. When you select the support services you are needing, you will be taken to the next steps in the form process to fill in the information we will need for our team to support you. 

  • Requestor Information

  • Format: (000) 000-0000.

  • Available Services

  • How can we help?*
  • Other Support Options

  • For help with this form, please contact:

    • Projects: Email your Regional Communications Manager
    • General Feedback/Questions: Email felicia.michael@state.co.us
    • Internal Communications: colleen.ballo@state.co.us
    • Website & Accessibility: lilliana.troy@state.co.us

  • Communications Strategy Support

  • Who is your team's Communications lead?*
  • Have you reached out to your Communications contact above?*
  • Target Audience
  • Is the Executive Management Team aware of this program/project?
  • Do you have a budget for community engagement or communications outreach?
  • Are there any specific federal or legal requirements needed for these outreach efforts?

  • New Project Onboarding

    Complete a new form for each CDOT project you will be working on. This form is used to set up a Dialog account for your project.

  • PIM & Project Resources

    • PIM Resource Folder - This Google Drive folder contains instructions, templates and other resources you will need for your project. Contact your Regional Communications Manager for access.
    • CDOT Branding Guidelines - Please review and always follow these guidelines when using the CDOT logo.
    • Public Information Business Information 
    • Are you a new company/consultant?
    • Format: (000) 000-0000.
    • Project Managers & Contractor Information 
    • Format: (000) 000-0000.
    • Format: (000) 000-0000.
    • Format: (000) 000-0000.
    • Format: (000) 000-0000.
    • CDOT Communications Manager*
    • Project Information 
    • Format: (000) 000-0000.
    • What kind of roadway is the primary road on which work is taking place for this project?*
    • Select the Interstate:
    • Select the U.S. Highway:
    • Select the Colorado Highway:
    • In what direction(s) of traffic will work be done?*
    • Estimated Project Start Date*
       / /
    • Estimated Project End Date*
       / /
    • Access & Tools 
    • Do you need a Dialog account?*
    • Will your project have lane closures that will need to be entered using LaneAware for posting on COtrip?*
    • Do you need a LaneAware account to enter lane closures/traffic impacts for this project?*
    • Have you watched the LaneAware training video in the PIM Resources folder?
    • What is the date you completed the LaneAware training video?
       / /
    • Will this project have a project newsletter?*
    • Do you need a project webpage?*
    • Mailchimp Support 
    • Do you need access to Mailchimp to manage a project newsletter?
    • What type of newsletter support is needed?*
    • What type of newsletter is needed?
    • Have you watched the Mailchimp training video in the PIM Resources folder?
    • What is the date you completed the Mailchimp training video?
       / /
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    • New Project Webpage Information 
    • Is this for a new or existing project webpage?*

    • Important: If there is an existing project webpage, and this is just a new phase of the project (ie. moving from a design/study to construction), please submit a Web Content Update request on the first page.

    • Do you have a project map?
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    • Have you reviewed/checked your document(s) to ensure they meet accessibility standards?

  • Project Offboarding

    • Tell us about the project that you're offboarding: 
    • Date of Completion*
       / /
    • Will crews be conducting post-project work within the project area (e.g., aesthetic work such as landscaping, or other punchlist items that will have minimal traffic impacts)?*
    • If you answered "yes" above, will you/the project team continue to submit weekly lane closure reports for this area?
    • What date should this webpage be archived?
       / /
    • Have you disabled the project hotline?*
    • Have you disabled the project email?*
    • Do you need to offboard this project from MailChimp? *
    • PIM/Consultant Offboarding 
    • Is the PIM/employee still employed with your company?
    • Do you still need access to Dialog?
    • Do you still need access to LaneAware?
    • Do you still need access to Mailchimp?

  • Social Media Support

  • CDOT Social Media Management Resources:

    • Social Media Guidelines for Contractors
    • CDOT Video & Multimedia Guidelines - Understand CDOT's guidelines for creating and hosting video and accessibility requirements.
    • YouTube Users Guide - All videos are hosted through CDOT's YouTube channels. CDOT offices and project teams are responsible for managing their own content. this guide will help you get acquainted with how to upload and manage your own content.
  • What type of social media support are you looking for?*

  • Scheduling/Posting Support

  • What social media channel do you want this posted on?*
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  • Access Requests

  • Will you need training on this platform?
  • Have you reviewed the CDOT's resources listed above to support you with managing your content on this channel?

  • Video/YouTube Support

  • Please note: Closed captions must be provided to meet minimum accessibility standards. When submitting your video below, please denote if you'll be creating your own captions and providing a caption file (.srt, .rtf, .sbv), or if you will need to automatically generate subtitles. If you select automatically generated subtitles, you are responsible for reviewing the video for errors and providing updates to meet accessibility standards. For more information, refer to the CDOT Video & Multimedia Guidelines.

  • What CDOT channel should this be posted to?
  • Accessibility: Closed captioning and audio descriptions may be required on your final video per CDOT digital accessibility requirements. Does your team have a budget for any accessibility remediation that may be required for this project?
  • Do you have an. srt caption file for this video?
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  • Do you have a preferred thumbnail image for this video?
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  • Should this be public or private? (Tip: Refer to the YouTube User Guide for the difference between these options)
  • Video Archive Date
     / /

  • Graphic Design/Photo/Video Support

    Use this form to request design consultation, graphic design, layout, or printing assistance; videography/photography; animation and motion graphics; etc. from the Creative Services team. If you have a print job and are confident that you have a press-ready, brand-compliant, well-designed production file(s), please work directly with Integrated Document Solutions (IDS).
  • Due Date*
     / /
  • Who is the audience for this request?*
  • Which service are you requesting?*
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  • Do you have or need a communications plan/marketing strategy?
  • If no, are you working with a CDOT Communications Manager?
    • Graphic Design Requests 
    • What kind of graphic are you requesting?*
    • What formats will this need to be made available?*
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    • Photo/Video Requests 
    • What is the purpose you are requesting photography services?*
    • What is the purpose you are requesting video services?*
    • If you're requesting photo or video services for a meeting/event, what is the date of the meeting/event?
       / /
    • Do you need script writing support?*
    • Are there existing visual elements (photos, video footage, etc.) that need to be incorporated into this video?*
    • Where do you need your final product published?*

  • Equipment Check-out

  • What is your experience using this equipment?
  • Checkout Date/Time
     / /
  • Return Date/Time
     / /

  • Web & Accessibility Support

    Please submit your update to the CDOT website below. For web content edits and requests, please allow a minimum of three business days for processing. For accessibility requests, please allow a minimum of four to five business days for processing. If your team has an urgent deadline, please note that in your request and we will prioritize and follow up accordingly.

  • Resources & Guidelines

    • CDOT Web Standards & Guidelines
    • Accessible PDFs Checklist
    • Accessibility Resources for Employees (WCAG & Section 508 Compliance)
    • Video & Multimedia Guidelines for Youtube Videos & Captioning
    • CDOT Dashboard Services Request Form
    • CDOT Dashboard Design Guidelines Checklist Template
    • Accessibility Training for Employees
    • Accessibility Training for Contractors
    • CDOT Branding Guidelines
    • Web AIM Contrast Checker Tool
  • What website are you referring to?*
  • Is this an urgent request?
  • Due Date
     / /
  • What type of support do you need on codot.gov?
  • What type of support do you need on cotrip.org?
  • What type of support do you need on this Other website?

  • For content updates to this website, please reach out to the respective contact for that website below:

    • ridebustang.com - ben.gellman@state.co.us
    • freight.colorado.gov - erica.denney@state.co.us
    • transportationsafety.colorado.gov - melodie.clayton@state.co.us
    • Colorado TIM - brandon.hipp@state.co.us
    • Concept 2 Project (C2P) - michelle.malloy@state.co.us
    • Connect 2 DOT - cathy.kramer@state.co.us
    • DMO Sites: Asset Management, Fleet Services & Maintenance & Engineering - svetlana.whitehead@state.co.us 
    • Emergency Management - patrick.chavez@state.co.us
    • Employee Safety - sean.price@state.co.us
    • Financial Management & Budget - patrick.girten@state.co.us 
    • Intelligent Transportation Safety - emma.boff@state.co.us
    • Learning Lane - anjanette.sagona@state.co.us
    • Maintenance Training Academy - sean.lichota@state.co.us
    • PMWeb & Data Program and Project Analysis - paul.turtle@state.co.us
    • Pool Operations & Project Execution - eric.ehrbar@state.co.us
    • PowerBI - courtney.mcdonough@state.co.us
    • Process Improvement - michelle.malloy@state.co.us

  • New Project Webpage Information

  • Is this for a new or existing project webpage?*
  • Have you onboarded your project? (If not, please go back to the beginning of this form and select New Project Onboarding to begin that process.)
  • Do you have a project map?
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  • Have you reviewed/checked your document(s) to ensure they meet accessibility standards?

  • Webpage Content Update on codot.gov/COtrip

    If this is a CDOT Hub edit, please click "Next" below to continue.
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  • Accessibility Support

  • What do you need accessibility support/review for?*
  • Due Date
     / /
  • Which accessibility documentation have you completed for this application? (check all that apply)

  • To begin the necessary accessibility compliance steps for your app, please contact Gregg Miller in OIT Apps to get started.

  • Have these documents gone through the PDF Accessibility Checker in Microsoft Office or Adobe Acrobat?*
  • Have you completed the PDF Checklist before submitting? If not, please refer to the Accessible PDF Checklist above and do those steps before submitting.*
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  • Have you performed a color contrast checker on the image? (Tip: Refer to the Web AIM Contrast Checker tool)
  • Do you have a budget for remediation support?
  • Have you completed the PDF training in SOC Learns?
  • Who is the audience for this video?
  • What accessibility question or support do you need for this video?
  • Closed captioning and audio descriptions: These may be required on your final video per CDOT digital accessibility requirements. Does your team have a budget for any accessibility remediation that may be required for this project?

  • Analytics/Data Requests

  • Please specify which analytics data you wish to be included in the report:*
  • Report Start Date:*
     / /
  • Report End Date:*
     / /

  • New Website Request

  • Please note: All new website requests will go through an evaluation process with the Communciations Office. Approval or denial given will be given based on PD 31.1 by the Chief of Communications and Creative Services/Digital Program Manager.

  • Is this contractor on the list of approved service providers by DPA and/or OIT?
  • Have you made the contractor aware of State of Colorado/CDOT accessibility requirements for this project?
  • Which accessibility documentation has your vendor completed for this project? (check all that apply)
  • Where will this website be hosted?
  • Has the Scope of Work and design layouts have been reviewed and approved?
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  • Will there be a payment portal needed for this project?
  • Will there be any social media integrations included on this website?
  • Is custom development required to execute this project?

  • Internal Communications

    Thank you for submitting your request. All submissions will be reviewed and must be approved by Communications prior to posting. You will be contacted if more information is needed, or if your request was not approved. (Tip: Click on the option below to expand the instructions and begin this process.)

  • Internal Communications Guidelines & Resources

    Submit requests at least one week in advance, and no more than one month in advance, of when you would like your information included in the CDOT News.

    • Schedule: The CDOT News generally goes out Mondays through Thursdays. The HQ/R1 News does not have a set day and is on an as-needed basis, usually once or twice a week. The Supervisor News goes out once a month, typically the Thursday after Transportation Commission.
    • If your story needs to run more than once, you must submit a separate request for each time. For exact story reruns, please link the original CDOT News story found in the Internal Communications records here in your request.
    • Be sure you’re appropriately choosing the priority of your news on the request form. Priority 1 and Priority 2 should only be chosen for news that truly cannot wait to be sent out. For Priority 1 requests, these require supervisor approval so please confirm before submitting.
    • All schedules are subject to change and are at the descretion of Communications.
    • Internal Web Standards: Please review these guidelines, which are specific to Google Sites, to better understand the processes and standards for the CDOT Hub and content edits.
    • Accessibility: Please ensure all PDFs and attachments included on the CDOT Hub and in CDOT News are accessible before submitting your request form. Please visit the Accessibility Checklist for PDFs for help on remediating your documents.
      • Any requests not meeting accessibility standards may not be posted and will be sent back to you to fix the accessibility issues per CDOT PD 31.1.
      • If you need help getting your documents compliant, please choose the "Accessibility Support" option on this form on Page 1.
  • Which audience/group should this announcement be shared with?*
  • Is this news story relevant to the Department of Revenue (the agency that just moved into the 4th floor at Headquarters in Denver)?*
  • What is the priority of your announcement?*
  • What day should this go in the news? (optional)
     / /
  • What internal communications internal channels would you like this shared on?*
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  • CDOT Hub Guidelines & Resources

    Edits will be made within approximately three business days. Full new page builds will take longer. Please ensure any documents you're attaching have permissions set for colleen.ballo@state.co.us to view.

    • Internal Web Standards: Please review these guidelines, which are specific to Google Sites, to better understand the processes and standards for the CDOT Hub and content edits.
    • Accessibility: Please ensure all PDFs and attachments that you want included on the CDOT Hub are accessible before submitting your request form. Please visit the Accessibility Checklist for PDFs for help on remediating your documents.
      • Any requests not meeting accessibility standards may not be posted and will be sent back to you to fix the accessibility issues per CDOT PD 31.1.
      • If you need help getting your documents compliant, please choose the "Accessibility Support" option on this form on Page 1.
  • What type of support do you need?*
  • Are you replacing an existing document on the Hub?*
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  • Other Communications Support Services

  • The Communications team continues to improve it's services and offerings based on resources available. If there is a support area or service that we missed, please let us know on the next page.

    • LaneAware or Project Contact Update 

    • LaneAware Updates

    • For questions about access or updates in LaneAware, email christina.littleton@state.co.us. For technical support in LaneAware, email cdot_its_support@state.co.us with detailed information about the issue and provide contact information.

    • Project Contact Update (Temporary or Permanent)

    • Complete this section only if you are designating a new permanent or temporary contact person for the project. Please note: The dates are required below for the duration of this updated contact information.

    • What support do you need?
    • What needs to be done for the current contact?
    • When does this change go into affect?
       / /
    • What will this contact need access to?
    • How long will the new contact need access?
    • If this is for temporary access, what is the date the new contact(s) can be removed?
       / /
    • Mailchimp Support 
    • What type of newsletter support is needed?*
    • What type of newsletter is needed?
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    • Training Support 

    • Resources & Guidelines

      • Accessibility Training for Employees
      • Accessibility Training for Contractors
    • What training are you needing?
    • Have you checked the list of accessibility training available from CDOT listed above?
  • Should be Empty: